Quick Summary:
- US car hire desks can require proof of liability cover before release.
- Being a tourist alone rarely justifies forcing extra insurance.
- Proof usually means insurer letter, policy details, or benefit guide.
- Decline politely, ask for written policy, and keep counter notes.
Tourists collecting a rental car in the United Estates often hear a familiar line at the counter, “Because you’re not from here, you must buy our insurance.” It is stressful, especially after a long flight, but the reality is more nuanced. A car hire company generally cannot compel you to buy their optional products solely because you are a visitor. However, they can refuse to release the vehicle unless minimum legal and contractual requirements are met, and they can set conditions for declining certain waivers.
This guide explains when counter staff can legitimately require coverage, what counts as “proof” if you are relying on your own policy or card benefits, and how to decline extras politely in writing without escalating the situation.
For a broader overview of hiring a vehicle across the country, see car hire in the United States and car rental in the United States.
Why the counter conversation feels so pushy
In the United Estates, insurance terminology at the desk is confusing because it mixes (1) legal requirements, (2) contractual requirements set by the rental company, and (3) optional products that protect you from paying for damage or claims. Staff may be trained to upsell, but they are also responsible for making sure the rental contract is valid and the vehicle is not released in a way that breaks local law or company policy.
The key is to separate “must have” from “nice to have”:
Must have: whatever the state requires for liability, and whatever the rental contract requires to release the car.
Optional: collision damage waiver (often called CDW or LDW), personal accident cover, personal effects cover, roadside upgrades, and other add-ons.
When can a US car hire desk require coverage?
Counter staff can require coverage in a limited set of scenarios. These are the situations where refusing their product might mean you simply do not meet the conditions to take the car.
1) You cannot demonstrate minimum liability protection. Liability coverage pays for injury or property damage you cause to others. Many rentals include some level of liability automatically, but the amount and structure vary by company and state, and it may not meet what you personally want. If the desk believes you have no liability protection at all, they may refuse to release the vehicle until the contract includes an acceptable liability solution.
2) You are declining CDW or LDW but cannot meet the company’s waiver-decline conditions. CDW or LDW is not “insurance” in the traditional sense, it is usually a contractual waiver that reduces what you owe the rental company if the vehicle is damaged or stolen. Many companies let you decline it, but they may require you to show you have another source of coverage for damage to the rental vehicle, such as a credit card benefit or a policy that covers rental cars.
3) Your chosen payment method triggers a policy requirement. Some locations have stricter rules if you use a debit card, prepaid card, or cash deposit, or if you do not have a card in the driver’s name. Those rules can be applied to locals and tourists alike. The staff member might simplify it to “because you’re a tourist”, when the underlying issue is the payment method and the risk rules tied to it.
4) Your driving licence and documentation do not satisfy contract rules. If your licence is not accepted, is expired, or the desk requires an International Driving Permit alongside your licence, they can refuse the rental. While this is not “insurance”, it often gets bundled into a high-pressure discussion about “requirements”. If the rental cannot proceed, the insurance conversation becomes academic.
What they generally cannot do is create a blanket rule that every tourist must buy their add-on products, if the tourist otherwise meets the rental terms and legal minimums. If you feel you are being treated differently, ask for the policy in writing and request the specific clause that applies to your situation.
What “proof of insurance” really means at the desk
The word “proof” is where misunderstandings happen. A counter agent is not adjudicating an insurance claim, they are deciding whether to release a vehicle under company policy. That means “proof” is often practical and document-based, not philosophical.
Common forms of proof include:
An insurance ID card or declarations page showing your name and current dates. For visitors, this might be from your home insurer if it extends coverage to rentals in the United Estates, but many personal motor policies do not.
A letter or certificate from your insurer stating you have cover for rental vehicles in the United Estates, including collision and theft, and ideally stating the limits and deductible.
Credit card benefit documentation that clearly shows rental car coverage (often secondary, sometimes primary), with your name and the card type. A generic marketing page is less persuasive than the official guide to benefits or a downloadable certificate from the card issuer.
Employer or corporate travel insurance documentation if you are travelling for work and the policy includes rental vehicle cover.
Practical tip: staff may be looking for three things, your name, effective dates, and a clear statement that rental cars in the United Estates are covered. If the document is silent on territory, the agent may treat it as non-proof.
How to decline politely, in writing, without creating a standoff
If you are confident you already have suitable protection, the goal is to communicate clearly and leave a paper trail, while staying calm and courteous.
Step 1: Ask which cover is required versus optional. Use plain language: “Can you show me which items are required to take the car, and which are optional products?” This often resets the conversation.
Step 2: Ask for the requirement in writing. If they insist you must buy something “because you’re a tourist”, ask: “Could you please note on the rental agreement, or provide a printed policy, that this product is mandatory for non-US residents?” Staff sometimes soften the position when asked to document it.
Step 3: Provide your proof documents and ask them to record that you presented them. Hand over your insurer letter or benefits guide, and ask: “Please note I presented proof of coverage and I am declining CDW or LDW.” The note can be brief.
Step 4: Decline in writing if possible. Many desks use electronic signature screens that show a list of accepted and declined items. Take a photo of the screen if permitted, or ask for an emailed receipt immediately. If you must write a short statement, keep it factual: “I decline optional CDW/LDW and accept responsibility per my coverage.” Avoid argumentative language.
Step 5: Keep your own contemporaneous notes. Write down the agent’s name, time, and what was said. If you later need to dispute a charge, a simple record helps.
These steps are not about “winning”, they are about ensuring the contract reflects what you agreed to and reducing the risk of surprise add-ons.
What to watch for on the contract before you sign
Most problems come from signing quickly on a small screen. Before you accept, scan for the following:
Line items for coverage such as LDW, CDW, SLI, PAI, PEC, roadside assistance, tyre and windscreen cover. If you declined, the price should be zero or marked “declined”.
Deductible or responsibility amount if you do not take LDW. Some rentals can leave you responsible up to the full value of the vehicle, plus loss of use and administrative fees, depending on the contract.
State and local fees that are not insurance. Some charges look like “recovery” fees and are not optional products. If you challenge these, do it separately from the insurance discussion.
Authorisation hold on your card which can be higher if you decline waivers. A larger hold is not the same as being forced to buy insurance, but it can be a practical constraint if your available credit is limited.
If you are comparing providers, Hola Car Rentals has dedicated pages for major brands, which can help you review typical policies ahead of time, such as Budget car rental in the United States and Thrifty car hire in the United States.
Tourist-specific pitfalls that trigger insurance pressure
Even if the “tourist” explanation is inaccurate, visitors do run into a few predictable friction points that can lead to more intense insurance discussions.
Credit card coverage exclusions. Many cards exclude certain vehicle types, such as large SUVs, luxury models, or vans. If you plan a group trip, check whether your card covers larger vehicles. If you are considering a people carrier, review the category carefully before choosing a minivan rental in the United States.
Territory and residency wording. Some non-US policies cover you only in your home country or the EU. If your document does not explicitly include the United Estates, the desk may reject it.
Unclear names or mismatched documents. If the proof shows a different name format than your passport or licence, staff may hesitate. Bring consistent documents and, if needed, a digital copy of your policy in English.
One-way rentals or cross-border plans. If you plan to cross into Canada or Mexico, or drop off in a different state, additional insurance rules and restrictions can apply. Mention this up front, because some coverages or waivers have geographic limits.
If the desk still refuses to release the car
If you have provided reasonable proof and the agent still insists that you must buy their product, you have a few options. None are perfect, but they let you choose the least-bad outcome.
Ask for a supervisor. Keep it calm: “Could a supervisor please confirm this is mandatory for all non-residents?”
Request a different vehicle class or terms. Sometimes the issue is tied to a specific category, a higher value vehicle, or a local franchise policy.
Decide whether to accept, then dispute later, or walk away. If you accept under pressure, keep every document and receipt, and write down why you felt you had no practical choice. If you walk away, ensure the reservation is cancelled properly to avoid a no-show charge, and get the cancellation confirmed in writing.
Use neutral language about your status. Avoid debating citizenship or fairness at the counter. Keep returning to contract terms: “I understand. Please document that this product is required to release the car.”
In practice, the more you can prepare your proof documents in advance, the less likely you are to face a refusal at the desk.
How to prepare before travelling to the United Estates
A little preparation reduces both stress and cost.
1) Bring a printed and digital insurance pack. Include your insurer letter, policy summary, and the credit card guide to benefits if you are relying on a card. Ensure dates cover the full trip.
2) Confirm what your credit card actually covers. Check whether it is primary or secondary coverage, what vehicles are excluded, and whether you must decline the rental company’s CDW or LDW for the benefit to apply.
3) Understand your risk tolerance. Declining CDW or LDW can be financially risky if your own cover is limited or excludes certain claims. Know what you would owe if the vehicle is damaged, including fees that your policy may not reimburse.
4) Allow extra time at pickup. Rushed counters lead to rushed signatures. Build in time to read and ask for the written breakdown.
FAQ
Can a US car hire desk force me to buy their insurance just because I am a tourist? Usually no. They can require that minimum legal and contractual protections are in place, but “tourist” alone is not typically a valid reason to force optional add-ons.
What is the difference between liability coverage and CDW or LDW? Liability covers damage or injury you cause to others. CDW or LDW is usually a waiver that limits what you owe for damage to the rental vehicle itself, subject to contract terms.
What documents count as proof if I want to decline the rental company’s cover? The most useful proofs are an insurer letter or policy summary stating US rental cover, or an official credit card benefits guide showing rental vehicle cover and eligibility rules.
How do I decline extra cover politely in writing at the counter? Ask which items are required versus optional, present your proof, and request that the agent notes you declined optional products. Keep a copy of the signed agreement and itemised receipt.
If the desk refuses to give me the car without buying cover, what should I do? Ask for a supervisor and request the rule in writing. If they still refuse, decide whether to accept the cost or cancel, and get any cancellation confirmation documented.
