10 car rental tips for business travelers

Renting a car for a business trip should be the easiest part of your itinerary planning. Unfortunately, car rentals can throw curveballs at your travel management, like the GPS upsell that costs more than your gas budget or the dent you swear was there when you drove out of the rental lot. 

In this car rental guide, we’ll show you how to maximize the experience, from choosing the perfect vehicle to avoiding unnecessary charges. Here are 10 car rental tips you need to know before putting the keys in the ignition. 

What to know about renting a car: 10 essential tips 

Varying prices, confusing car insurance policies, and hidden upsells can make renting a car a hassle. Whether you’re a regular at the airport car agency or it's your first time driving a rental on a company credit card, following these tips will set you up for a smooth ride. 

1. Shop around

Discount car rental agencies might lure you in with inexpensive base prices only to stick you with costly add-ons and unexpected fees. Airport surcharges, mileage caps, and an expensive car insurance policy can turn a budget rental into a sizable company expense. 

Shop around and compare costs once you’ve added required add-ons to the base charge. When you find a price that fits your budget, check for discounts and loyalty perks on the rental car company’s website. 

2. Look for a non-airport car rental location

The most convenient place to pick up a rental car is right outside the terminal—but convenience comes with a higher price tag. Airport rentals are often subject to extra surcharges and higher demand, which means higher rates. If you’re willing to take a short shuttle ride or cab to an off-airport location, you might save a significant amount. Compare the total cost before making a reservation, and decide if the savings are worth a little less convenience. 

3. Consider prepayment 

The best way to rent a car is to plan ahead since last-minute reservations will always cost more money. Prepaying for a rental car can also score you a discount, but it comes with a catch: Less flexibility. Always check the fine print for cancellation fees. If your plans change, you may be charged a penalty or lose your payment altogether.

Reserve a car rental early, but keep your eye out for more attractive offers. If you do find a better deal, the rental car company might price match or offer you a better rate to keep your reservation. 

4. Pick the right car for your trip

Car rental agencies price vehicles based on demand, fuel efficiency, and operating costs. That means a compact car is typically the cheapest option, while SUVs and vans come with higher rental rates. If you’re zipping between meetings in a city, a compact car is easy to park and saves on gas, whereas if you’re transporting presentation materials or clients, splurging on the midsize sedan might be a better fit. Unless you’re trying to make a statement, avoid the Alfa Romeo.

5. Understand car insurance options

At checkout, you’ll be asked about car insurance, but whether you purchase the agency’s insurance policy is up to you. Personal car insurance, credit card providers, and your company’s own business auto policy might cover damages or injuries for rental cars. Always double-check your current coverage before committing to the rental agency’s insurance plan. 

6. Check fees for additional drivers

When sharing a rental with a colleague, beware of hidden fees for extra drivers. Some car rental agencies allow one extra driver at no additional cost, while others charge a daily fee for each additional driver. These fees quickly add up, so verify the rental policy beforehand, especially if multiple colleagues will share your rental car. 

7. Keep all your receipts

Your accounting department will need valid proof of payment to reimburse costs. Physical receipts or email confirmations should include essential details like total cost, the name of the rental agency, and payment method. Upgrade your record-keeping by snapping a photo or saving the reservation confirmation right away in case you lose your receipts. 

8. Take advantage of memberships and loyalty programs

Existing memberships, loyalty programs, and credit cards can unlock better prices when renting cars. Costco, AAA, and frequent traveler programs offer discounts, free upgrades, and waived fees. Many car rental companies also provide loyalty programs with extra perks like free rental days and car rentals with unlimited mileage. Likewise, travel and premium credit cards typically have partnerships with rental car companies and built-in rental insurance. 

9. Review pick-up and drop-off rules

Check if you can return a rental car to a different location. In most cases, this won’t be an issue. But you’ll likely be charged a drop fee, which can vary based on location and seasonal demand.

If flexibility is important, compare different drop-off locations — some might have lower fees than others.

10. Inspect your rental car before you drive off 

Before you leave the lot, take a few minutes to inspect the rental car—this can save you from surprise charges later on. Walk around the vehicle and look for any scratches, dents, or damage. Do the same with the interior, including seats and dashboard. 

Although rental agents should document this with you before leaving the lot, it’s smart to snap a few photos or take a quick video just in case. Likewise, double-check mileage, fuel level, lights, and make sure the tires are in good shape to avoid dealing with costly issues when you hit the road. 

Considerations before renting a car: Documents and requirements

Before you head to the airport, make sure you have everything you need, including: 

• A driver’s license that’s valid during the entire duration of the car rental. International drivers will need to provide a passport and may need an international driver’s permit, depending on the country they’re traveling in. 
• Meeting the minimum age requirement. In the United States, drivers must be 21 years old to rent a car. Some rental car companies charge customers between the ages of 21 and 25 an additional fee or face restrictions on certain types of cars. 
• A credit card. Some rental car companies will accept a debit card for incidentals or refundable deposits, but this may limit your options. 

Smarter car rentals with Engine

With Engine, renting cars is easy and stress-free. Our all-in-one travel services connect corporate travelers with top car rental companies. 

Rather than dealing with several vendors, Engine streamlines the process by bundling car rental with airfare and accommodations, simplifying expense tracking and approvals. Whether you need a last-minute change, upgrade, or flexible cancellation, Engine ensures your business trip is successful from take-off to landing.