Quick Summary:
- Photograph warning lights, odometer, fuel level, and any visible damage.
- Report the smell or fault immediately, then drive to MCO Rental Car Center.
- Request a new rental agreement, condition report, and updated fuel reading.
- Confirm toll device status and any admin fees before leaving.
Issues can happen with any car hire, even when you have just collected the keys. At Orlando International Airport (MCO), the good news is that most swaps are handled on-site at the Rental Car Center, but the outcome depends on how well you document the problem and what paperwork you leave with. This guide covers the practical steps for smells, warning lights, mechanical faults, and anything that makes the vehicle unpleasant or unsafe.
If you arranged your Orlando car hire through Hola Car Rentals and you are collecting at MCO, it helps to understand the layout and the process before you return. See the collection context for Orlando MCO car rental, or if you are headed straight toward the theme parks, the airport to Disney area options page gives the same MCO pickup setting with different trip priorities.
When you should request a swap (and when to stop driving)
For a simple unpleasant odour, such as stale smoke, strong perfume, damp or mildew, you can usually drive back to the Rental Car Center immediately and request a swap. For safety-related faults, do not continue driving if you suspect braking issues, steering problems, overheating, fuel smell, burning smell, electrical smoke, a flat tyre you cannot safely address, or a warning light combined with poor performance.
If you are already on the road and the car feels unsafe, pull over somewhere safe, switch on hazard lights, and contact the rental company’s roadside or assistance number shown on your rental agreement. A tow or roadside support may be required before a swap can be authorised. If the car is drivable but clearly faulty, you will usually be asked to return to the MCO Rental Car Center so the desk can inspect the vehicle and issue replacement paperwork.
Step 1: Document the issue clearly before you return
Good documentation makes swaps faster and reduces the chance of later disputes about damage, fuel, or when the fault started. Take two minutes to capture evidence on your phone.
What to record for any smell: take a short video walking around the cabin with the engine on, and show that the smell is linked to the car (for example, stronger with air conditioning on). If it is a smoke smell, show the headliner and upholstery in the video. If it is damp or mildew, show mats, carpet edges, and any visible staining. You cannot film a smell, but you can show plausible sources and that you are reporting it promptly.
What to record for any fault: photograph the instrument cluster with any warning lights, the odometer, and the fuel gauge. If there is a message on the display, capture it clearly. Take a short clip of any unusual noises, and if the vehicle is vibrating, record the steering wheel while stationary and during a slow roll in a safe car park.
Condition and context evidence: photograph the exterior from all four corners, plus close-ups of any existing damage. This matters because a swap often triggers a re-check of the vehicle, and you want a timestamped record showing you did not create new damage between collection and return.
Keep receipts and notes: if you had to buy screenwash, top-up air, or pay for parking while resolving the issue, keep receipts. Also note the time you first noticed the smell or fault, and your approximate location.
Step 2: Contact the right place, and say the right things
If you are still at the MCO Rental Car Center, go straight back to the rental desk and explain the issue calmly and specifically. If you have already left, call the rental company’s number on your agreement, then proceed as instructed. Desk staff can normally handle odour complaints and straightforward swaps, but faults may require a quick inspection by the lot team or a supervisor sign-off.
Be precise in your description. “Strong petrol smell in the cabin after starting” is clearer than “it smells weird”. For mechanical faults, mention any warning lights, if the car is safe to drive, and whether performance is affected. Also confirm whether you want the same category or if you are flexible. Flexibility can speed up a swap, especially at peak times.
If you selected a specific category for your Orlando car hire, like a people carrier or larger family vehicle, it can help to know your alternatives. For instance, if minivans are scarce, the desk might offer a comparable SUV. Understanding category differences is useful if you reserved a larger car such as those described on minivan hire at Orlando MCO or SUV hire for the Disney area.
Step 3: Where to return on-site at MCO
At Orlando International Airport, most major rental companies operate from the MCO Rental Car Center. If you need a swap and the vehicle is drivable, return to the same company’s return lanes at the Rental Car Center, not the public terminal kerb. Follow the “Rental Car Return” signs as you approach the airport area, then enter your company’s return line.
Tell the return agent immediately that you are not ending the rental, you are requesting a vehicle swap due to a smell or fault and you need updated paperwork. Do not simply drop keys and walk away. If you do, the system may treat it as a return, and you could lose time while the desk reopens the contract.
If you are swapping soon after collection, you may be directed to the “service” or “exchange” area rather than the general return. Procedures differ by brand and time of day, but the key is that a staff member should acknowledge the exchange and log the reason.
Step 4: Paperwork you must obtain before you leave
This is the most important part of a smooth swap. A replacement car without correct documents can create billing problems later, especially around fuel, tolls, and damage responsibility.
Ask for these items, in writing:
1) A new rental agreement or an amended contract showing the replacement vehicle’s registration, vehicle class, and the same renter details. Check the start time, daily rate, and any added products. If the swap is due to a fault or odour, the rate should not increase unless you knowingly accept an upgrade with a different cost basis.
2) A vehicle condition report for the replacement car, ideally printed or emailed, showing existing scratches, dents, and wheel marks. Before driving off, walk around and take your own photos again.
3) A return receipt or exchange receipt for the original vehicle with the time, mileage, and fuel level at the point you handed it back. If there is a dispute later about fuel or a late return, this is your evidence.
4) A written note of the issue and that it was reported promptly. Some companies add a line to the contract or a service note. Ask them to mark “exchange due to smell” or “exchange due to mechanical warning light” so it is clear it was not preference-based.
5) Clarity on deposits and authorisations. Sometimes the original authorisation is reversed and a new one is taken. Ask what will happen, and keep receipts for both.
How swaps affect fuel policy (and how to avoid paying twice)
Fuel can get messy if the exchange is not logged properly. The principle is simple: you should only be responsible for the fuel you used, under the fuel option on your agreement.
If you are on full-to-full: the exchange receipt for the returned car should show the fuel level at handover. The replacement car should also be documented, typically provided full. If the replacement car is not full, ask the desk to note the exact fuel reading on the contract or to authorise a top-up before you leave. Take a photo of the fuel gauge on both vehicles.
If you prepaid fuel: confirm whether prepaid fuel carries over to the replacement contract. Usually it should, but you want it in writing. If the prepaid option is removed and re-added, ensure it is not charged twice.
If you have a “return as received” policy: check that both “received” levels are recorded, otherwise you could be billed for a difference that was already present when you swapped.
How swaps affect toll programmes in Orlando
Orlando driving often involves toll roads, and toll handling is one of the easiest areas for accidental extra charges after a swap. The reason is that the toll tag or transponder is linked either to the vehicle or to your contract, depending on the company’s system.
Before you leave with the replacement car, confirm:
1) Whether the toll device is active and how it is billed. Ask if the toll programme is “plate pass”, “SunPass” style, or a per-day toll package, and whether that enrolment is attached to the original contract or needs re-accepting on the new vehicle.
2) Whether admin fees reset. Some programmes charge an admin fee per toll day, others per toll. If you swap cars, make sure you are not being enrolled twice for the same rental period.
3) What happens if you used tolls before the swap. The exchange receipt time stamp is critical. Tolls incurred before that time should belong to the first vehicle, after that time to the replacement. Keep your exchange receipt until final billing is complete.
Practical tip: if you have already passed toll gantries on the way back to MCO, ask the desk to note that tolls may post to the original vehicle prior to the exchange time. This can prevent confusion if the replacement contract starts a few minutes later.
What if the desk says no swap is available?
During busy periods, the desk may not have an immediate replacement in the same category. If the issue is a strong odour or a minor fault, you may be offered a wait time while cars are cleaned or inspected. If it is a safety or drivability fault, insist on a safe resolution, which may include waiting for a suitable vehicle, transferring to another branch, or arranging roadside support.
If they only have a different category, ask for the total cost on the revised contract before accepting. If you booked a particular brand or category through Hola Car Rentals, it may help to reference the product page for that supplier or class to keep expectations aligned, such as Dollar car hire at Orlando MCO or Budget car rental for the Disney area from MCO.
Checklist before you drive away in the replacement vehicle
Take five minutes to do a mini handover again. Confirm the air conditioning works, windows and locks operate, and there are no new warning lights. Pair your phone again if needed, and check that the boot and spare wheel kit are present if relevant.
Then check your paperwork: correct name, correct dates, correct vehicle details, fuel level recorded, and the exchange receipt for the original car. If anything is missing, fix it at the desk while you are still on-site.
FAQ
Can I request a swap at MCO just for a bad smell? Yes. If the odour is strong or persistent, return to the MCO Rental Car Center and ask for an exchange, showing you reported it promptly and providing photos or video context.
Do I need to go to the returns lane or the rental desk for a swap? Usually you enter your company’s return lane first, tell the agent it is an exchange, then go to the desk or exchange area to receive a new vehicle and updated contract.
What paperwork proves I swapped cars and did not simply return late? Keep the exchange or return receipt for the original vehicle with time, mileage, and fuel level, plus the new or amended rental agreement listing the replacement vehicle details.
Will a swap change my fuel policy? It should not, but confirm it. Ensure the returned car’s fuel level is recorded, the replacement car’s starting level is recorded, and any prepaid or full-to-full terms carry over in writing.
How do toll charges work after a vehicle swap in Orlando? Tolls generally post to the vehicle or contract. Confirm enrolment on the replacement car, keep the exchange time stamp, and ask the desk to note any tolls taken before the swap.
