Quick Summary:
- You usually do not need a letter, but some desks request it.
- Ask your card issuer for written CDW eligibility, coverage, and exclusions.
- Carry a digital copy and printed copy, plus your card terms.
- Confirm the rental’s country and vehicle class are eligible for CDW.
Credit-card CDW, sometimes called collision damage waiver, is one of the most common ways travellers try to reduce the cost of car hire in Texas. The confusion starts at the counter. One desk accepts your card and sends you on your way, another asks for written proof that your card’s cover applies. The phrase you may hear is “letter of eligibility”, “proof of coverage”, or “CDW letter”.
The key point is this, there is no single Texas law requiring a letter. Instead, individual rental companies, franchise locations, or staff may ask for documentation when the booking notes suggest you are declining the rental company’s damage waiver. This is more likely when you are using a card issued outside the US, when the policy terms are unclear, or when the card cover has strict conditions.
This guide explains when a letter is typically requested, what it should include to satisfy a rental desk, and how to request it in time, so your Texas trip starts smoothly.
What “credit-card CDW” actually covers on a Texas rental
Credit-card CDW is not the same as liability insurance. In the US, liability pays for damage or injury you cause to others. CDW generally relates to damage to the rental vehicle itself, and sometimes theft, subject to exclusions and an excess. Many credit cards provide CDW as either “primary” or “secondary” cover, and the difference matters.
Primary CDW means the card benefit may respond first, without involving other personal motor insurance, where applicable. Secondary CDW means the benefit may only cover what is left after another policy pays, and it may reimburse your excess and certain fees rather than paying the rental firm directly.
Because benefit wording varies, a rental desk may want assurance that (a) your card includes CDW for rentals, and (b) your planned rental in Texas meets the eligibility requirements, such as paying with the same card and declining the rental company’s waiver.
Do you need a letter of eligibility for car hire in Texas?
Most of the time, no. Many renters in Texas decline the rental company’s damage waiver and rely on their credit-card CDW without being asked for written proof. However, you may be asked for a letter in these situations:
1) You are using a non-US credit card
Overseas cards, particularly UK and EU cards, often have policy documents that are long, generic, or hosted behind login portals. Staff may request a clear letter that confirms your specific card offers CDW in the United States.
2) The rental is for a longer duration
Many card benefits cap coverage at 15, 21, or 31 days. If your Texas itinerary is longer, the desk may want confirmation that the entire period is covered, or that you have structured the rental in a way your benefit allows.
3) You are hiring a higher-risk or excluded vehicle class
Some benefits exclude vans over a certain size, premium or luxury models, or specialised vehicles. If you are planning a larger vehicle for a family trip, confirm eligibility early. For context on larger vehicles, see minivan options in Texas, then cross-check whether your card benefit treats minivans as covered “standard passenger vehicles”.
4) The counter needs clarity on what you are declining
Some desks want proof when you refuse LDW or CDW and the staff member is trying to reduce disputes. A letter can speed up the conversation, even if it is not formally required.
5) Your card benefit is reimbursement-only
If the benefit reimburses you after you pay the rental company, staff may still allow you to decline their waiver, but a letter helps set expectations about process and responsibility.
Why rental desks ask for written proof
From the desk’s perspective, the risk is operational, not legal. If a vehicle is damaged, the rental company will charge the renter first, then the renter seeks reimbursement from a card provider. When policy wording is ambiguous, disputes are common. A letter that clearly states eligibility and high-level terms reduces arguments at pickup.
It can also be a training and compliance issue. Airport desks in busy Texas hubs can see many international visitors. A quick document that states “yes, this card provides CDW in the United States for rental vehicles, when conditions are met” can be easier for staff than interpreting a 30-page benefits guide.
If you are arriving through a major airport location, it helps to be prepared. Hola Car Rentals has dedicated pages for key points of arrival, including car hire at Austin Airport and car rental at Dallas DFW, where travellers often plan their pickup logistics in advance.
What the letter should include to satisfy a Texas rental desk
There is no universal template, but the most useful letters are short, specific, and written on the card issuer’s or benefit administrator’s letterhead, or sent as a PDF from an official email domain. Aim for the following elements:
Cardholder identification
Your full name, and ideally the last four digits of the card number, so the desk can match it to the physical card.
Statement of benefit
A clear sentence confirming the card provides collision damage waiver or auto rental collision damage coverage for eligible rentals.
Geographic coverage
It should explicitly include the United States, or state “worldwide” with no US exclusion. Texas is not treated separately, but the US mention is important.
Rental period limits
The maximum number of consecutive days covered. If the benefit resets only after a certain break, that should be stated.
Eligible vehicle types
Confirmation of what vehicle classes are covered, plus common exclusions (for example, certain luxury brands, trucks, large vans, or off-road use). If you are unsure which classes you will see at pickup, keep your planned category simple.
How coverage is triggered
Most benefits require that you pay for the rental with the covered card and decline the rental company’s CDW or LDW. The letter should state these conditions plainly.
Type of coverage and claims process
Whether the coverage is primary or secondary, and whether it pays the rental company directly or reimburses you. Include a claims phone number and an email address.
Key exclusions and responsibilities
Common exclusions include driving under the influence, unauthorised drivers, violations of the rental agreement, or driving on unpaved roads. Even if the letter is brief, a sentence noting “subject to terms and exclusions” helps, and you should carry the full benefit guide as well.
A letter that includes these points typically answers the desk’s real question, “Is this renter likely to be covered if something happens, under the same conditions as this rental?”
How to request the letter before you travel
Start early. Some issuers can generate a letter instantly in an online portal, others require a request to the benefit administrator and take several business days.
Step 1, find the right administrator
Your card issuer (the bank) may not handle CDW letters directly. Many cards use a separate benefits administrator. Look in your card benefits PDF for “Auto Rental Collision Damage Waiver” contact details.
Step 2, request an “eligibility letter” for a US rental
Use that phrase, but also mention “proof of coverage for rental car CDW in the United States”. Include your name and travel dates. Ask them to list the maximum rental days covered and whether the coverage is primary or secondary.
Step 3, confirm the vehicle category you plan to hire
If you plan a standard saloon, that is usually straightforward. If you plan a larger family vehicle, ask explicitly whether “minivan” or “7-seater” is covered. If you plan to pick up near Houston, you might also be comparing providers, for example budget car hire at Houston IAH, but ensure the card letter remains rental-company agnostic. The desk mainly needs benefit confirmation, not your booking details.
Step 4, request the letter in PDF form
A PDF is easiest to show at the desk and to email to yourself. If the administrator provides only an email, save it offline and print it.
Step 5, bring backups
Carry the full benefit terms PDF and a screenshot of the key section showing eligibility and exclusions. If a desk will not accept screenshots, the printed letter and printed terms can still help.
What to do if you are asked at the counter and do not have a letter
If you arrive in Texas and the desk asks for proof you do not have, you still have options:
Call the benefits administrator from the counter
Ask them to email a coverage confirmation immediately. Some administrators can send a letter while you wait.
Show the benefit guide, plus card account details
If the desk is mainly looking for confirmation that US rentals are included and what the day limit is, highlighting those clauses can be enough.
Decide whether to accept the rental company’s waiver for that rental
If you cannot obtain proof, you may choose to purchase the rental company’s CDW or LDW for peace of mind and to avoid delays. Consider the cost versus the risk and the time impact to your trip.
Be careful about partial coverage assumptions
Declining the waiver without being confident in your benefit can leave you personally responsible for damage, loss-of-use charges, administrative fees, and towing.
Texas-specific practical checks before picking up your car hire
Texas driving often involves long distances, large interstates, and occasional rural routes. These realities can intersect with benefit exclusions.
Check authorised drivers
If someone else may drive, ensure they are added to the rental agreement. Many card benefits exclude claims when the driver is not authorised.
Avoid unpaved roads if your agreement restricts them
Some Texas destinations involve ranch roads or unsealed access routes. Even minor damage can be excluded if it occurs during prohibited use.
Keep documentation for claims
If damage occurs, card benefits often require the rental agreement, incident report, photos, repair estimate, and proof of payment. Knowing this in advance can reduce stress.
Plan where you pick up and return
If you are flying into one city and out of another, make sure your rental length stays within your card’s maximum day limit. If your trip routes through North Texas, you may be comparing pickup points like budget car rental near Fort Worth DFW alongside Dallas. Logistics can affect whether you need a longer single rental or two shorter rentals, which can matter for eligibility.
Common misconceptions about CDW letters
“A letter guarantees the rental company will accept my card cover.”
Not always. The rental company can still require you to meet its policies, and the card benefit still depends on compliance with the rental agreement and benefit terms.
“If I have a letter, I do not need any other insurance.”
CDW is not liability. In the US, liability coverage is separate. Ensure you understand what liability protection you have through the rental company, your own policy, or other arrangements.
“All damage is covered.”
Most benefits exclude certain situations, and many do not cover interior damage, undercarriage damage, or tyre and windscreen damage unless part of a larger claim. Read the exclusions carefully.
“Texas desks always ask for this.”
They do not. Requirements vary by company and sometimes by staff member. The safest approach is to have the letter ready if you plan to rely on card cover.
FAQ
Is a letter of eligibility legally required for car hire in Texas?
No. It is not a Texas legal requirement, but a rental desk may request written proof as a policy or verification step.
What is the difference between CDW and liability cover in Texas?
CDW relates to damage or theft of the rental vehicle, subject to exclusions. Liability cover relates to injuries or property damage you cause to others, and it is separate.
How far in advance should I request a credit-card CDW eligibility letter?
Request it at least one to two weeks before travel. Some benefit administrators issue letters quickly, but others take several business days.
Will a benefits guide PDF work if I cannot get a letter?
Sometimes. A full benefits guide that clearly states US coverage and rental-day limits may be accepted, but a letter is usually easier for desk staff to review.
What if the rental company will not let me decline their CDW without a letter?
You can call your card benefit administrator from the counter to request an emailed confirmation, or you may need to accept the rental company’s waiver for that rental.
