Quick Summary:
- Match driver names, licence details, age rules, and authorised additional drivers.
- Confirm insurance selections, excess amount, exclusions, and roadside assistance coverage limits.
- Verify fuel policy, mileage allowance, return time, and any grace period.
- Check toll plan settings, deposits, admin fees, and total estimated charges.
Before you leave the lot, the rental agreement is the document that decides what you will pay, what you are covered for, and what counts as a breach of terms. In Pennsylvania, that matters even more if you will be using toll roads, parking in cities, or crossing state lines. A quick but thorough counter checklist helps you spot mismatches while the counter agent can still fix them, and before a hold becomes a charge.
If you are arranging car hire around Philadelphia International Airport, it helps to compare what is included on different pages, such as car hire at Philadelphia Airport (PHL) and car hire in Philadelphia (PHL). Regardless of where you pick up, the agreement you sign is what counts.
1) Driver details: who is legally allowed to drive
Start by checking that the agreement reflects exactly who will drive and under what conditions. Errors here are common, and they can cause the biggest problems if there is an accident, a ticket, or a toll notice later.
Primary renter name and licence details: Confirm your full name matches your driving licence, including middle initials if shown. Verify the licence number, issuing region, and expiry date are correct. If your details are wrong, ask for a reprint before taking the keys.
Address and contact information: Ensure your current address, phone number, and email are accurate. This is where toll administrators, parking operators, or the rental company may send notices. Wrong details can mean missed deadlines and extra admin fees.
Additional drivers: If anyone else might drive, they should be listed as authorised additional drivers on the agreement. Do not rely on verbal permission. Confirm the additional driver fee, if any, and whether spouses or domestic partners qualify for a waiver, as policies vary by brand and location.
Age-related charges and restrictions: If the renter or any additional driver is under a certain age, look for a young driver surcharge and any vehicle class restrictions. Make sure the car category you collected is permitted for the driver’s age bracket.
Licence type and international documents: If you are visiting, confirm whether an International Driving Permit is required alongside your home licence. If the agent noted a document you do not have, do not sign until it is corrected.
2) Vehicle details and condition: make the paperwork match the car
Next, align the paperwork with the vehicle you are actually receiving. This helps prevent disputes about upgrades, class changes, and later damage claims.
Vehicle class, model, and features: The agreement often lists a class code rather than an exact model. Ensure the class matches what you were quoted, and check whether you are being charged for an upgrade. If you needed a specific capacity, such as for family travel, compare your agreement to what you expected. For example, if you planned for a people carrier, referencing minivan rental in Philadelphia (PHL) can help you recognise if the class is different from what you meant to hire.
Plate, VIN, and odometer: Confirm the registration plate and, if shown, the VIN match the car. Record the odometer reading at pickup, and ensure it matches the agreement, especially if mileage is limited.
Fuel level at pickup: Many disputes start with a mismatch between the gauge and what the contract says. If the agreement shows “Full” but the tank is at three quarters, get it corrected before you drive off, or ask for a photo note to be added to the file.
Damage and cleanliness notes: Walk around the vehicle and compare any existing damage to the condition report. Look low on bumpers, wheels, windscreen chips, and interior stains. Ask the agent to add anything missing. Take time-stamped photos and a short video, including the fuel gauge and odometer.
3) Insurance selections: what is covered, what is excluded, what you still owe
Insurance terminology can be confusing, and different companies present it differently. Your goal is to confirm, in writing, what protections you accepted or declined, and what your maximum out-of-pocket exposure could be.
Liability coverage: Confirm what third-party liability coverage is included and whether any supplemental liability insurance has been added. If you declined an option, ensure it is clearly marked as declined, not simply omitted in a way that could be disputed.
Collision and theft coverage, and the excess: Look for the collision damage waiver (or similar wording) and theft protection. Crucially, find the excess or deductible amount. That number is what you may pay even with coverage. If you see multiple deductibles, ask which applies in Pennsylvania and for your vehicle class.
Exclusions and prohibited uses: Many agreements exclude coverage for certain behaviours, such as driving on unpaved roads, towing, or using the vehicle for delivery work. If you plan to drive into New York or New Jersey, confirm out-of-state travel rules. If cross-border travel is relevant, ask for the policy in writing.
Roadside assistance: Roadside programmes can cover lockouts, tyre changes, jump starts, and towing, but not always. Verify whether it is included, optional, or pay-per-incident. If it is optional, make sure you are not charged for it unless you knowingly accepted it.
Personal effects and medical cover: If personal accident insurance or personal effects cover is listed, confirm whether you want it and what the limits are. Some travellers already have cover via other policies, so clarity matters more than assumptions.
4) Fuel and mileage terms: the fastest way to accidental extra charges
Fuel and mileage are among the most common sources of unexpected add-ons. Your checklist should focus on what you must return, when, and how charges are calculated.
Fuel policy type: Common options include full-to-full, pre-purchase, or return-as-is. Ensure the agreement clearly states which applies. Full-to-full is usually simplest if you can refuel near the return point.
Refuelling charges: If the policy allows the company to refuel, check the per-gallon price and any service fee. These can be significantly higher than local pump prices. If you see both a fuel rate and a refuelling service charge, understand that they can stack.
Mileage allowance: Confirm whether your car hire is unlimited mileage or a daily/total mileage cap. If limited, check the per-mile charge and whether it applies to all miles or only the miles above the allowance. Also verify the starting mileage is correct on the paperwork.
Return time and grace period: Look at the exact due date and time. Some contracts include a grace period, others do not. If your flight timing is tight around PHL, a one-hour difference can trigger an extra day charge, so align the written return time with your plan.
5) Tolls in Pennsylvania: choose the right option before you hit the road
Pennsylvania has major tolled routes, and toll billing is one of the easiest ways for post-rental charges to appear. Review the toll section with extra care.
Toll programme type: Agreements may offer a toll pass, a toll-by-plate service, or the option to pay tolls yourself. Each has different fees. Identify whether the plan is “opt-in” or automatically enabled unless you decline.
Daily fees and admin fees: Some toll services charge a daily convenience fee for each day of use, plus the tolls themselves. Others charge an admin fee per toll transaction. Find both numbers and decide whether the plan fits your driving pattern.
Coverage area: If you will drive into neighbouring states, confirm whether the toll programme covers those toll agencies too. A plan that works in Pennsylvania may still generate separate charges elsewhere.
What happens if you pay a toll yourself: If you plan to pay cash or use your own transponder, confirm the contract allows it and how the company prevents double billing. Keep receipts where available.
6) Fees, deposits, and payment authorisations: understand the total cost and timing
The total shown at the counter can differ from the online estimate due to taxes, facility charges, and optional products. Before you sign, confirm both the amount and how it is collected.
Rate breakdown: Review the daily rate, number of days billed, taxes, and location fees. Airport and downtown locations may include concession recovery fees and facility charges. Ensure the agreement reflects the same pickup and return locations you intended.
Security deposit and credit card hold: Ask what amount will be authorised on your card, when it will be released, and what can extend the release time. The agreement often shows this as an “authorisation” rather than a charge. Make sure you have enough available credit to avoid declines at pickup.
Optional extras: Check line items for GPS, child seats, Wi-Fi, prepaid fuel, roadside assistance, and additional driver fees. If you did not request an extra, ask for it to be removed and the contract reprinted.
One-way and after-hours fees: If returning to a different location or dropping off after hours, confirm any one-way drop fee and the process for documenting the vehicle’s condition. After-hours returns can increase the importance of photos and fuel receipts.
Cleaning, smoking, and pet fees: Many agreements include fixed charges for smoke odour, excessive cleaning, or pets. Read the definitions. If you are travelling with kids or a pet, protect yourself by keeping the interior tidy and documenting condition at return.
7) Counter checklist you can use in under five minutes
Use this quick run-through at the counter and at the vehicle, and do not feel rushed. The aim is to ensure the written agreement matches reality.
At the counter: Confirm all drivers, correct dates and times, correct pickup and return locations, mileage terms, fuel policy, toll programme choice, and insurance selections with stated excess. Verify the total estimated charges and the deposit authorisation amount.
At the car: Match the plate and class, take photos of every side, wheels, windscreen, and interior. Photograph the fuel gauge and odometer. Report any damage not listed and ask for it to be added.
If you are comparing providers, reviewing a specific brand page can help you understand what to expect at pickup. For example, see Hertz car rental in Philadelphia (PHL) and Budget car rental in Philadelphia (PHL) for location-specific context, then rely on the signed agreement for the final details.
8) What to do if something is wrong on the agreement
If you spot an issue, handle it before leaving the lot. Ask for a corrected agreement, not a verbal note. If the agent says a change will “update later”, request a reprint or an emailed copy showing the revision. Keep your copy of the signed agreement, any addendum, and your photos until all final charges have settled.
Finally, remember that the easiest disputes to resolve are the ones you prevent. A careful review takes a few minutes and can save hours of follow-up, especially for tolls, fuel, and unrequested extras.
FAQ
Do I need to check the agreement if I already prepaid online? Yes. Prepayment often covers the base rate, but the agreement controls fuel rules, toll options, deposits, and any optional items added at pickup.
What is the single most important insurance number to find? The excess or deductible. That figure is what you may pay out of pocket for covered damage, even when a damage waiver is selected.
How can I avoid surprise toll charges in Pennsylvania? Choose a toll option deliberately on the agreement, understand daily and admin fees, and keep any receipts if you pay tolls yourself.
What should I do if the fuel level on the contract is wrong? Ask the agent to correct the fuel level in writing before departure, and take a photo of the gauge at pickup for your records.
Can I add an additional driver after leaving the rental location? Often yes, but it usually requires the additional driver to present their licence at a counter. Until they are added to the agreement, they may not be covered to drive.
