Quick Summary:
- Ask for a full itemised quote showing base rate, taxes, and surcharges.
- Confirm insurance choices in writing, including deductibles and any waivers.
- Check pre-authorisation deposit amount, release timing, and accepted payment cards.
- Verify add-ons, toll plans, fuel policy, and after-hours or one-way fees.
In New York, the counter is where many car hire costs become real. Online prices can be accurate, but only if the same assumptions are used at pickup, including insurance, driver age, toll options, fuel policy, and where you return the vehicle. The simplest way to avoid surprises is to ask the agent to show every pre-pick-up line item, then confirm you agree with each one before signing.
This checklist focuses on the most common charges that appear just before payment. Use it whether you are collecting at an airport or in the city, and especially if your plans include crossing into New Jersey, driving across bridges and tunnels, or adding another driver.
If you want to compare location rules and typical add-ons before arriving, these Hola Car Rentals pages are useful reference points for New York area pick-ups: car hire at New York JFK, car hire at Newark Airport (EWR), car rental in Newark (EWR), and Dollar car rental at New York JFK.
Start with the total, then work backwards
Before discussing individual extras, ask the agent for the total amount due today, and the estimated total including anything payable on return. Then ask them to itemise it. You are looking for clarity on three numbers: the base rental cost, the taxes and mandatory surcharges, and the optional products you can decline.
A good counter script is: “Please print or show the itemised breakdown, and highlight which items are mandatory versus optional.” If the desk cannot separate them, treat that as a risk and slow down.
1) Base rate, time basis, and kilometre or mileage rules
Confirm the base rate matches what you expected for the rental length. In New York, small changes to pickup or return time can shift you into an extra day, or add hourly extensions. Ask which time basis is applied, including grace periods, and whether early return generates a refund (often it does not).
Most US rentals include unlimited mileage, but do not assume it. Ask for “unlimited miles confirmed in writing” or, if limited, what the per-mile overage is. Even if you only plan to drive around New York City, diversions happen.
2) Taxes, airport concessions, and facility charges
Taxes and location fees are often the biggest non-negotiable add-ons. At airports, you may see concession recovery fees, customer facility charges, and other location-specific surcharges. They are not always labelled consistently, so do not focus on the name, focus on whether they are mandatory and how they are calculated.
Ask to see each of these as separate lines. If a fee is expressed as a percentage, ask what it is applied to. Some percentages apply to the base rate only, others apply to base rate plus surcharges, which can materially change the total.
3) Insurance and waivers: what you are buying, and what you already have
Insurance is where counter totals can jump quickly. Ask for the list of coverage products and confirm which ones are already included in your rate. Then ask for the price per day and the total price for the rental period for each optional product.
Common items you may be offered include a collision damage waiver or loss damage waiver, supplemental liability coverage, personal accident insurance, and personal effects coverage. The key questions to ask are:
Deductible or excess: If you accept a damage waiver, what is the deductible amount, and what events are excluded? Exclusions can include tyre or glass damage, underbody damage, towing, keys, or administrative fees.
Liability limits: If you buy supplemental liability, what is the limit and what does it cover? You want the limit stated, not described as “full” or “maximum”.
Territory restrictions: Ask where you are allowed to drive. Many people hiring in New York will cross into New Jersey, Connecticut, or Pennsylvania. Confirm the permitted states and whether cross-border restrictions apply.
How claims are handled: Ask what paperwork is required if there is damage or theft, and whether you must file a police report. Knowing this up front helps you avoid a denial later.
If you rely on cover via a credit card or a separate policy, ask the agent to confirm that you can decline their optional products without penalties. Also check whether declining requires a higher deposit.
4) Security deposit or pre-authorisation hold
Many drivers focus on the rental price and forget the deposit. At pickup, the company may place a pre-authorisation hold on your card. That is not a charge, but it reduces your available credit until released.
Ask to see the deposit amount itemised and confirm:
How much the hold is: Deposits can vary based on vehicle class, insurance choices, local policy, and whether you have a return flight itinerary. Get the number in writing.
When it is released: Ask how many business days after return the hold is released, and whether weekends affect timing. This matters if you will need the same card for hotels in New York.
Which cards are accepted: Ask whether debit cards are allowed at this location, and what additional requirements apply. If you only have one payment method, confirm it is acceptable before the agreement is printed.
5) Additional driver fees and eligibility requirements
If anyone else might drive, get the additional driver rules itemised. Some rentals allow a spouse or domestic partner at no extra cost, but policies vary. Ask the per-day fee, the maximum cap if there is one, and the documentation required.
Also confirm that all drivers must be present at pickup with their licences. If the second driver cannot attend, you may not be able to add them later without returning to a branch.
6) Young driver surcharge (and what age bands apply)
New York rentals commonly apply a young driver surcharge below a certain age, and the fee can be significant. Ask the desk to confirm the age thresholds, the per-day cost, and whether certain vehicle categories are restricted for younger drivers.
Even if you are above the surcharge age, check that your date of birth is recorded correctly. A single data entry error can add the fee.
7) Fuel policy and refuelling charges
Fuel is one of the most avoidable counter disputes, but only if you confirm the policy before you drive away. Ask which of these applies and request the relevant line item:
Full-to-full: You collect with a full tank and return full. Ask how fuel is measured on return and what evidence is accepted if you refuel nearby.
Prepaid fuel: You pay for a tank up front. Confirm whether any unused fuel is refunded (often it is not). If it is not refunded, prepaid fuel usually only makes sense if you expect to return nearly empty.
Return as is: You may be billed for fuel at a set price plus a refuelling service fee. Ask for the per-gallon price and the service fee as separate lines.
Whatever the policy, confirm the car’s fuel level on the checkout sheet. If it is not full when marked as full, ask for it to be corrected.
8) Tolls in and around New York: plans, devices, and admin fees
Driving around New York often involves tolled bridges, tunnels, and express lanes. Tolls can be handled several ways, and the differences matter. Ask the agent to itemise the toll option offered and how charges are calculated.
Common models include a daily toll programme fee (often charged for any day you use tolls), pay-per-toll billing plus an administrative fee, or using your own compatible toll tag if permitted. Confirm whether the vehicle has a toll transponder installed, whether you can opt out, and what happens if you do nothing.
If the plan includes administrative fees, ask for the fee amount and how it is triggered. You want to avoid paying a daily programme fee on days you never leave Manhattan.
9) One-way fees and out-of-state returns
If you plan to pick up in one place and return in another, ask for the one-way fee itemised before you sign. In the New York area, returning to a different airport or to New Jersey can change the pricing model.
Confirm the exact return location code on the agreement, not just the city name, and ask whether the fee changes if you return earlier or later than planned. Also ask if a one-way rental changes the deposit requirement.
10) Optional extras: child seats, GPS, Wi-Fi, and upgrades
Extras are usually optional, but they become expensive when priced per day. Ask for each extra as a separate line with the per-day price, maximum cap, and total. Pay particular attention to:
Child seats: Confirm availability and the type (rear-facing, forward-facing, booster). Ask about maximum charges and whether taxes apply.
GPS and Wi-Fi: Decide whether you need them given your phone plan. Ask about device replacement fees if lost or damaged.
Vehicle upgrade: If you are offered an upgrade, ask for the total difference across the whole rental, including any higher taxes, higher deposit, and higher fuel cost expectations.
11) Roadside assistance and what is already included
Many companies offer a paid roadside assistance package. Ask what help is included without it, and what help requires the package. Then ask for exclusions, such as lost keys, flat tyres, and towing caused by driver error.
If you already have roadside cover through an auto club or insurance, confirm you can decline the rental option. Also ask whether accepting roadside assistance reduces any damage charges, sometimes it does not.
12) After-hours pickup or return, and cleaning or smoking fees
For flights that land late, ask whether after-hours pickup applies and whether it changes the rate. For returns, ask about after-hours key drop rules and how the vehicle condition is documented when staff are not present.
Also ask the desk to point out the cleaning and smoking fees on the agreement. You are not planning to trigger them, but you want to know the amounts and what counts as evidence. If you are travelling with pets, ask what cleaning standard is expected and whether pet hair can be treated as “excessive cleaning”.
Your quick counter checklist, in the order to ask
When the agent presents the agreement, go down this sequence:
1) “What is the total due today, and what is estimated due on return?”
2) “Please itemise base rate, taxes, and all surcharges separately.”
3) “Show me which insurance products are included, and which are optional.”
4) “What is the deposit hold, and when is it released?”
5) “Confirm fuel policy, toll option, and any one-way or after-hours fees.”
6) “List any extras added, and remove anything I did not request.”
This approach keeps the conversation factual and reduces pressure. If something feels unclear, ask for a printed copy or on-screen breakdown before you initial anything.
FAQ
Q: Which fees are usually non-negotiable on a New York car hire agreement?
A: Government taxes and location surcharges are typically mandatory. Airport concession and facility charges are common, and are usually set by the location rather than the desk agent.
Q: What is the single most important item to confirm before signing?
A: The itemised total due today, including any deposit hold. Many surprises come from insurance add-ons or a higher-than-expected pre-authorisation amount.
Q: Are toll charges billed at the counter or after I return the car?
A: It depends on the toll option chosen. Some plans charge a daily programme fee, while others bill tolls and admin fees after the rental. Ask for the model and fees in writing.
Q: If I decline insurance at pickup, can the company refuse to hand over the vehicle?
A: Usually you can decline optional cover, but the company may require a larger deposit or certain card types. Confirm the requirements before finalising the agreement.
Q: How can I avoid fuel-related charges?
A: Confirm the fuel policy and the documented fuel level at pickup. If it is full-to-full, refuel close to the return location and keep the receipt if possible.
