Quick Summary:
- Download your voucher and booking confirmation as PDFs and screenshots.
- Save insurance proof, deposit terms, and the exact fuel policy offline.
- Store pick-up address, opening hours, and after-hours instructions locally.
- Keep offline contact details for the supplier and Hola Car Rentals.
Arriving to collect a car hire in the United Estates with no mobile signal is more common than people expect. Airport basements, multi-storey car parks, remote terminals, and even some downtown locations can leave you without data at the exact moment you need to show your confirmation, read your inclusions, or call the desk.
The solution is simple, prepare an offline pack. You want enough information saved on your phone, and ideally on paper too, to complete pick-up without needing email, apps, or websites. This checklist focuses on what rental desks actually ask for, and what helps if something does not match what you expected.
If you are still comparing options, Hola Car Rentals has useful overview pages for car rental in the United States and car hire in the United States, which can help you understand what is typically included before you travel.
1) Booking proof, save more than one format
The rental desk mainly needs to identify your reservation quickly. If your phone has no signal, do not rely on an email that has not fully downloaded, or a confirmation page that needs to refresh. Save at least two offline versions, so that if one file fails to open, you have a backup.
Save these items offline: the voucher or rental confirmation as a PDF, a screenshot of the key details, and your booking reference number written in a notes app. The PDF is best for terms and inclusions, the screenshot is fastest to show at the counter, and the typed reference is useful if your images do not load or the desk only needs the number.
What to capture in your screenshot: lead driver name, pick-up location, pick-up date and time, return location, vehicle category, and the supplier name. Include the booking reference in the same image if possible, because it reduces back-and-forth at the desk.
Where to store it: save to your phone’s local files, and also to your photo gallery. Some phones fail to open a PDF if the file is stored only in a third-party app that requires a login. Gallery screenshots are usually accessible even in flight mode.
2) Insurance and coverage proof, plus what it does not cover
Insurance confusion is one of the main reasons pick-up takes longer than expected. When signal is poor, you cannot quickly check what your rate included, which can make it harder to decide what to accept at the counter. Save coverage details offline so you can confirm what is already covered and what is optional.
Save offline: a page or PDF showing the included coverages and any excess amount, the summary of your policy wording if you have separate cover, and any proof of third-party cover that applies. If your booking includes Collision Damage Waiver or Loss Damage Waiver, theft cover, or third-party liability, keep a clear offline record of it.
Also save the exclusions: common exclusions include windscreen and tyre damage, underbody damage, keys, towing, and single-vehicle incidents on unpaved roads. The desk may offer extra products targeted at these gaps. Having the exclusions offline lets you decide calmly and consistently.
Do not forget the deposit and hold rules: the security deposit can be larger than the rental cost. Save the deposit amount, whether a credit card is required, and the conditions that can increase the hold, such as declining optional cover or collecting a premium vehicle class. This matters if you need to switch cards on the spot.
If you want to understand how different suppliers present inclusions, Hola Car Rentals has brand pages such as Alamo car hire in the United States and Thrifty car hire in the United States, which can make it easier to know what to look for in your documents before you travel.
3) Driver documents, capture the details the desk will check
You will still need the original documents in most cases, but saving key details offline helps if you are asked to provide information when systems are slow, or if you need to confirm what you brought matches the booking.
Save offline: a clear photo of your driving licence front and back, a photo of your passport photo page, and any additional driver’s documents if they will be added at pick-up. If your licence is not in English, save a photo of your International Driving Permit if you have one.
Why photos help: desks sometimes ask you to confirm your address, licence issue date, or licence number. Having a zoomable photo avoids mistakes when you are tired from travel. It also helps if you need to fill out paperwork and the counter is busy.
Important: a photo rarely replaces the physical licence or passport. Think of offline images as a cross-check, not a substitute.
4) Pick-up logistics, make the location usable without maps
When signal drops, maps may not load, ride-hailing apps may stall, and even airport websites can be slow. Save the practical location details so you can actually reach the desk and follow the correct process for your terminal.
Save offline: the pick-up address, the exact terminal or car rental centre name, and any shuttle instructions. Include opening hours and what counts as “after hours”. If you are landing late, save the procedure for late pick-up, including where to drop documents or which desk handles multiple brands.
Make it human-readable: write the address and key directions in a notes app so you can show a taxi driver without loading anything. If your collection point is “Car Rental Center, Level 3”, write it exactly like that, rather than relying on a pin.
Also save the return plan: note the return address, the latest return time, and any grace period. If you are returning to a different terminal, save the signs you should follow, for example “Rental Car Return” rather than a street name.
5) Key policies to screenshot, avoid surprises at the counter
Many disputes at pick-up are not really disputes, they are simply travellers not having the policy details available when asked to agree to something. Your offline pack should include the small but crucial policies that affect cost and eligibility.
Fuel policy: save whether it is full-to-full, pre-purchase, or a different arrangement. If it is full-to-full, screenshot the rule about returning with a full tank and any refuelling fee if you do not.
Mileage: confirm unlimited mileage or any daily cap. This matters if you plan long drives.
Cross-border and one-way rules: save any restrictions on taking the car to another state or returning to a different location. If your trip includes one-way travel, keep the one-way fee confirmation offline.
Age and additional driver fees: if you are under 25, save the underage surcharge details. Save the rules for adding additional drivers, including whether spouses are free in some states and whether extra drivers must be present.
Payment rules: screenshot whether the supplier requires a credit card in the lead driver’s name, whether debit cards are accepted, and any ID requirements tied to debit card use.
6) Contacts and escalation, who to call without data
If something is missing or the desk cannot find your booking, you need the right contacts immediately. Do not rely on clicking an email signature or a web chat that needs data.
Save offline contact details: the supplier’s local phone number for the pick-up station, the general reservations number if provided, and Hola Car Rentals support contact details that appear in your confirmation. Store them in your phone’s contacts and also in a note, so you can read them out loud if someone else needs to call.
Also save identifiers: the supplier name, the station code if shown, your booking reference, and your flight number. When systems are slow, these details help staff locate your reservation faster.
Prepare for limited calling: if you do not have roaming, plan to use airport Wi-Fi for calls or messaging. Even then, Wi-Fi can be patchy, so having the numbers ready reduces time spent searching.
7) Vehicle inspection checklist, keep it offline for the car park
Signal often disappears in the pick-up garage. That is exactly where you should be documenting the vehicle condition. Save a short offline checklist so you do not forget the essentials when you are juggling luggage and keys.
Save offline: a note with the photos you must take, including all four sides, wheels, windscreen, roof if possible, fuel gauge, odometer, and any existing damage close-up plus wide shot. Add a reminder to check that the damage sheet matches what you see.
Also note: check that the class matches what you booked, confirm the transmission type, and test basic functions such as lights and wipers before you drive away. If the car has toll equipment, save the toll programme terms offline so you can decide whether to opt in.
8) A simple offline storage method that actually works
Offline prep is only useful if you can find the files quickly at the counter. Use a naming system that sorts well and is readable under stress.
Recommended structure: create a folder called “Car hire United Estates”, then save files with prefixes like “01 Voucher”, “02 Insurance”, “03 Policies”, “04 Pick-up address”, and “05 Contacts”. Save one screenshot album in your photos labelled similarly.
Paper backup: print one page with your booking reference, pick-up address, and key contacts. Paper is still the most reliable offline format when your phone battery is low or your screen is damaged mid-trip.
If you are travelling with a larger group or extra luggage, you may also want to review vehicle size options in advance, for example minivan hire in the United States. The right vehicle category can reduce last-minute changes at the desk, which is helpful when you cannot easily access your account online.
9) Quick offline checklist you can copy into Notes
To make this practical, here is a compact list you can paste into a notes app and tick off before you fly.
Save offline: voucher PDF, confirmation screenshot, booking reference, pick-up and return addresses, opening hours, after-hours steps, insurance inclusions and exclusions, deposit and payment rules, fuel policy, mileage, one-way or cross-state rules, supplier station phone number, support contact details, photos of licence and passport, flight number, and a vehicle inspection photo checklist.
With these items available offline, you can handle most pick-up conversations confidently, even if your phone shows no bars. You are not trying to memorise terms, you are simply making sure the right information is accessible when you need it.
FAQ
Q: Is a screenshot of my voucher enough for car hire pick-up?
A: A screenshot usually helps the desk find your booking quickly, but keep the full voucher PDF offline too. The PDF contains policy details you may need to reference if questions come up.
Q: What if the rental desk cannot find my reservation without internet?
A: Give them the booking reference, lead driver name, pick-up time, and supplier name from your offline notes. If needed, call the station number using airport Wi-Fi, or ask the desk to search by flight and surname.
Q: Should I save my insurance documents if I am buying cover at the counter?
A: Yes. Save the desk’s key terms once you accept them, but also keep your original booking inclusions offline. It helps you understand what changed and what you are paying for.
Q: What is the most important policy to have offline?
A: The deposit and payment rules are critical, because they can prevent collection if you bring the wrong card type. Fuel policy is a close second, as it affects what you need to do before return.
Q: Can I rely on airport Wi-Fi instead of saving everything offline?
A: Wi-Fi is useful but not guaranteed in basements and car parks, and log-in pages can be slow. An offline pack ensures you can complete pick-up even if Wi-Fi is unavailable.
