Quick Summary:
- Your voucher confirms the booking, your signed agreement sets legal terms.
- Insurance, deposits and fuel policy are controlled by the agreement.
- Counter add-ons only apply if shown on the agreement.
- Always check driver details, vehicle class and charges before signing.
When you arrange car hire, you usually end up with two key documents: a voucher (sometimes called a confirmation or rental voucher) and the rental agreement you sign at the counter. They look similar because both list dates, locations and the vehicle category, but they serve different purposes. Understanding which one controls what can help you avoid surprises around insurance, deposits, fuel policy and any add-ons offered at pick-up, especially when travelling around Texas.
In simple terms, the voucher is evidence of what you booked and what was prepaid or included through the broker or booking platform. The rental agreement is the contract with the rental company for that specific vehicle, at that moment, under local rules and the company’s terms. If there is a conflict between them, the agreement you sign is usually what the rental desk will enforce, unless local consumer protections apply.
This matters at busy Texas airport desks where choices are made quickly, such as Houston IAH car hire or Dallas DFW car hire. A few minutes of document checking can prevent confusion later about coverage, deposits, fuel charges or roadside assistance.
What a car-hire voucher is, and what it is not
A voucher is typically issued by whoever arranged the booking. It summarises the itinerary and the inclusion list that applied at the time you reserved the vehicle. Most vouchers include the pick-up and drop-off dates, the location, the vehicle category, the main driver name, and a breakdown of prepaid items. In many cases it also includes information such as mileage allowance, any included basic cover, and whether taxes or airport fees are included in the estimate.
What a voucher is not is the final, binding contract for your rental. It generally does not contain the full legal terms, local exclusions, or the rental company’s updated policies for things like deposit amounts, acceptable cards, or age and licence requirements. It also cannot predict what will happen at the desk if you change vehicle class, add drivers, extend the hire, or accept extra products.
Think of the voucher as a snapshot of what you arranged, and a helpful checklist of what you expected to receive. It is still important, because if something you prepaid is missing, the voucher is strong evidence of what should be honoured. But it is usually the rental agreement that sets the enforceable terms once you take possession of the vehicle.
What the rental agreement is, and why it controls the key policies
The rental agreement is the document issued by the rental company at the counter or electronically. You sign it and, by signing, you accept the company’s terms and confirm the final charges and conditions. It includes identifiers that only exist at pick-up, such as the actual vehicle registration (or VIN), fuel level at departure, mileage, damage notations, and the card used for the deposit.
For car hire in Texas, the rental agreement is normally the document the desk staff and customer service will refer to if there is any dispute about insurance, fuel charges, deposits, extra drivers, toll programmes, optional protections, or upgrades. It is also the document that police, insurers and the rental company will expect to see referenced if there is an accident or a claim.
If you are collecting at a location like San Antonio SAT car rental, the rental agreement is where you should look for any airport-specific fees, local taxes, and after-hours or one-way rules, because these can differ by branch even within the same state.
Which document controls insurance and damage cover?
Insurance is where confusion is most common. A voucher may indicate that certain cover is included, for example a damage waiver or theft protection, or it may state that you have a third-party policy arranged separately. However, the rental agreement is the document that shows what the rental company believes is active for this rental and what you will be charged for it.
At pick-up, check the rental agreement for:
1) The cover products listed as accepted or declined. If you did not want an optional protection, make sure it is not ticked or added.
2) Excess or deductible amounts. Vouchers often display a general excess figure. The agreement may show a different amount based on vehicle class, location, or local underwriting rules.
3) Exclusions and obligations. The agreement normally states your responsibilities, such as reporting timelines after an accident, prohibited uses, and what happens if keys are lost or the vehicle is driven off-road.
4) Any third-party policy instructions. If your voucher references separate cover, the rental agreement may still require you to accept responsibility first and reclaim later, depending on the policy design.
In practice, if something goes wrong, the rental company will follow the agreement you signed. That is why it is vital to compare the agreement against your voucher before you leave the counter.
Which document controls deposits and payment rules?
Deposit amounts and payment methods are typically controlled by the rental agreement and the rental company’s current policy, not the voucher. Your voucher may estimate a deposit, but deposits can vary by vehicle group, location, driver age, and whether you take optional protections.
In Texas, deposits can be higher at airports and for larger vehicle categories. If you are considering a bigger vehicle for luggage or family travel, the deposit impact can be material. For example, a rental involving a larger category at SUV rental in Fort Worth DFW may have different authorisation amounts than a small saloon, and the agreement will show the actual hold placed on your card.
Before signing, confirm:
The deposit or pre-authorisation amount and the currency.
The card type required, and whether the main driver must present it.
When the deposit is released, which can depend on your bank as well as the rental company.
Any extra holds for toll programmes, fuel, or young driver policies.
If the agreement shows a higher amount than you expected, ask for the reason before signing. Sometimes it is due to a newly added optional product, an upgrade, or a change in payment method.
Which document controls fuel policy, and why it matters
Fuel policy is another area where the voucher might list a general rule, but the rental agreement sets the enforceable terms. Common fuel arrangements include full-to-full, same-to-same, or a prepaid fuel option. The desk may offer a fuel purchase plan that changes what you pay and what you must return.
The rental agreement should state:
The fuel level at pick-up and how it is measured.
The required fuel level at return, including what counts as non-compliance.
Any refuelling service fees and per-gallon charges if you return with less fuel.
If your voucher suggests full-to-full, but the agreement indicates prepaid fuel or a different return requirement, do not assume it is a harmless change. In many cases, it changes the cost structure. Make sure you understand the financial effect before you accept.
Counter add-ons and upgrades: what counts as accepted?
Add-ons at the counter can include additional driver fees, child seats, GPS, roadside assistance products, toll programmes, and optional insurance products. Some travellers welcome these, others do not. The critical point is that the rental agreement is what makes an add-on binding, because it is the signed record of acceptance and price.
To avoid accidental extras, look for:
Line items you did not request, especially bundled protections with similar names.
Daily rates and total amounts, not just a tick box.
Upgrade charges if you accept a different vehicle category.
Also remember that a verbal explanation at the counter is not as strong as what is printed or shown in the final agreement. If you do accept an add-on, ensure the cost, duration and any exclusions are documented.
How to compare your voucher and agreement in under five minutes
You do not need to read every paragraph at the counter, but you should do a focused check of the parts that commonly create disputes. Here is a practical approach before you sign:
Match the essentials: pick-up and return dates, location, and the driver name.
Confirm the vehicle class: it should match the category on your voucher, unless you knowingly upgraded.
Check the money lines: prepaid amount, pay-at-counter amount, taxes and fees, and deposit hold.
Check insurance selections: ensure accepted and declined products align with your expectations.
Confirm fuel policy: return requirement, starting fuel level, and any prepaid option.
Scan for add-ons: additional driver, roadside, toll programme, sat-nav, child seat.
If anything differs from the voucher, ask the agent to explain it and, if needed, revise the agreement before you sign. In the moment it can feel awkward, but it is far easier than disputing charges later.
Texas-specific realities that often show up in the agreement
Texas is a large, driving-focused state, and the rental agreement often reflects practical local considerations. Toll roads around major metros can trigger toll programme offers, and distances between cities can influence fuel decisions and mileage expectations. Airport locations may also include concession recovery fees or facility charges that are itemised in the agreement.
If you are choosing a vehicle for a family trip, the agreement can also clarify constraints like seating capacity, luggage limitations, and any rules around child seats. For airport collections, you may also see specific return instructions, or after-hours procedures that affect what happens if you bring the car back late.
The main point is that your voucher is a planning tool, but your signed agreement is the definitive record for that rental in Texas.
What to keep after pick-up, and what to do if there is a disagreement
Keep a copy of both the voucher and the signed agreement, plus any inspection report and fuel receipt if you refuel close to return. If you later query a charge, you will want to compare what was prepaid on the voucher with what was charged on the final agreement and receipt.
If there is a discrepancy you notice at the counter, address it immediately, because once you sign and drive away, it becomes harder to argue that an add-on was not accepted. If you notice something after pick-up, contact the rental location as soon as possible and document what you were told. A clear timeline helps, and having the voucher alongside the agreement makes it easier to identify where the difference arose.
FAQ
Q: If my voucher says something is included, can the counter override it?
A: The rental agreement is usually the controlling contract at pick-up. If a prepaid inclusion is missing, show the voucher and ask for the agreement to be corrected before signing.
Q: Which document decides how much deposit is held on my card?
A: The rental agreement and the rental company’s current policy decide the deposit or pre-authorisation. The voucher may show an estimate, but the agreement shows the actual hold.
Q: Does the voucher prove I declined counter insurance?
A: Not reliably. Declines and acceptances that matter are the ones recorded on the rental agreement. Check that optional protections are not added unless you want them.
Q: Where do I confirm the fuel policy I must follow?
A: Confirm it on the rental agreement, including the starting fuel level and return requirement. If it differs from the voucher, resolve it before you sign.
Q: What should I do if I feel pressured to add extras at pick-up?
A: Ask to review the agreement calmly and line by line for add-ons. Only items shown with clear prices on the agreement will be treated as accepted.
