How to document pick-up and return
Time-stamped photos and a signed return report are your best evidence if a damage charge arrives later. Here is what to do.
Before you book
- Read what the protection plan covers. Check whether it excludes specific areas such as the roof, underbody, tyres or glass, and whether there is an excess per damage.
- Look for the deadline to notify charges. Some companies give themselves weeks after return to inspect the vehicle and charge. At Indie Campers, for example, most charges are notified within 30 days, with exceptions (source).
- Check whether there is phone support. If there is only chat, keep screenshots of every conversation.
At pick-up
- Record one continuous video of the exterior, walking all the way round the vehicle, including the roof, underbody and tyres. Start with the number plate.
- Record the interior too: drawers, doors, handles, bed, fridge, bathroom and equipment.
- Mark every damage on the handover report before signing. If the staff member says there is no need, ask anyway or email it to the company that same day.
- Ask for a copy of the report and, if the company takes its own photos, ask when they were taken.
- Keep the original files: the date and time metadata are your evidence.
During the trip
- Report any fault in writing as soon as it happens, with photos.
- Keep receipts for fuel, AdBlue, gas and repairs.
At return
- Repeat the full video of the exterior and interior in front of the staff member.
- Ask for a signed return report stating whether or not there is damage. If they tell you everything is fine, ask them to put it in writing.
- Note the exact time you hand over the keys.
- Keep everything for at least four months. That is the usual window for a card chargeback, often 120 days from the charge (source); confirm with your bank.