Van hire is a great way to move furniture, or haul gear for a weekend adventure. But one thing nobody wants to deal with? Surprise excess charges after returning the vehicle. Those unexpected fees can turn an affordable rental into a wallet-busting nightmare, which no one wants. The good news is, with a little know-how, you can avoid excess charges on van hire.
Here’s your step-by-step guide to keeping your deposit safe and your mind at ease.
Pre-pickup Checks: Your First Line of Defence
Before you even get behind the wheel, take control of your van hire experience by inspecting and documenting everything carefully.
- Film a 360° walkthrough: Grab your phone and do a slow, thorough video of the entire van, inside and out. Make sure to catch any existing dents, scratches, or scuffs from every angle. This footage is your best evidence if disputes arise later.
- Check tyre depth and condition: Worn tyres or visible damage could lead to penalties or safety concerns. Note the tread depth and snap some close-up shots.
- Note roof height and any equipment: If you’re hiring a high-roof van, confirm its exact height to avoid clearance damage during your trip and check equipment included with the van to ensure you are not missing items when you return it.
Having this info saved and time-stamped protects you from being blamed for pre-existing damage and charged for missing items.
Understand the Paperwork and What You’re Signing Up For
Van hire companies often use damage matrices or checklists: a document mapping every panel, bumper, and door with condition ratings. It can be a little overwhelming, but knowing the lingo and process pays off.
- Damage matrix: Ask for a copy before you leave the rental desk and compare it carefully to your own notes and videos. If anything’s missing or inaccurate, flag it immediately.
- Fuel rules: Does the company want the tank returned full, same level as pickup, or something else? Fuel charges are another sneaky way to eat into your deposit.
Reading the fine print now avoids headaches (and annoying, hefty bills) later.
Buy Independent Excess Cover Before You Collect
This is absolutely key. Insurance providers like Gigasure offer Excess Cover Policies that protect you from paying out big sums if the van is damaged or stolen.
Gigasure Van Hire Excess policies have a voluntary excess of £150 which can be increased to £250 to reduce your premium.
Why rely solely on the hire company’s insurance? Their excess fees can be steep, and the insurance might not cover everything you need.
By purchasing independent excess cover beforehand, you get some much-needed peace of mind plus straightforward claims processes and fairer excess limits. It’s often much cheaper than risking the hire company’s charges. It’s a complete win for you.
Pro tip: Buy this cover before picking up the van to ensure you’re fully protected right from the start.
During the Rental Time: Keep Your Van Safe
While you’re out on the road, vigilance pays off.
- Safe parking: Avoid risky or unlit areas where your van might be vulnerable to scratches, theft, or vandalism. If possible, park close to where cameras operate to deter thieves.
- Secure loading: Overloading or unevenly distributed cargo can cause damage to suspension or bodywork. Check your rental agreement for load limits and follow them.
- Watch your height: If your van has a high roof or trailer, always check height restrictions on bridges, car parks, or tunnels with a height-restriction map app to avoid expensive roof damage.
Small daily precautions can prevent costly repair bills, so they are always worth doing.
Return Day: The Final Checklist
Returning the van the right way is just as important as the start.
- Refuel appropriately: Follow the fuel return instructions exactly. Running low or not refuelling may result in penalty fees.
- Take timestamped photos: Capture the van from all sides immediately before handing over the keys. This photo evidence helps prove your van’s condition at drop-off.
- Get the sign-off slip: Don’t leave without official confirmation of the vehicle’s condition. Insist on a signed handover report or receipt.
These steps could save you hundreds if disputes pop up later.
What to Do If You’re Still Charged
Despite your best efforts, sometimes you might face unfair excess charges or damage fees. Here’s how to fight back.
- Card chargeback: If you paid with a credit or debit card, contact your card provider to dispute the charge and request a reversal.
- ERCCS scheme: The European Rental Car Collision Service (ERCCS) is a free dispute resolution service for rental vehicle excess charges. Check if your case qualifies.
- Small claims court: As a last resort, you can pursue the matter legally if the amount justifies the effort. Make sure you have all your evidence ready.
Knowing your options helps you stand your ground if you get hit with a dodgy bill. This is unlikely to happen, but it doesn’t hurt to be prepared anyway.
People Also Ask
How do I protect my excess on a rental van?
Protect your excess by thoroughly documenting pre-existing damage, understanding your rental agreement, and purchasing independent excess insurance like Gigasure’s Excess Waiver Policy. Always take photos and videos before and after your rental to have proof of the van’s condition. This simple habit can save you from unexpected fees and stressful disputes. Plus, having clear evidence puts you in a stronger position if you need to challenge any charges later.
What is a van rental excess?
Van rental excess is the amount you’re liable to pay towards repairs or theft if the van is damaged or stolen during your hire period. This excess can be hundreds or even thousands of pounds, depending on the rental company and the level of insurance coverage included in your booking. It acts as a security deposit that protects the rental company from small claims, but if an incident occurs, you’ll be responsible for paying this amount before any additional insurance kicks in.
Can I dispute a van hire damage fee?
Yes, if you believe the damage fee is unfair or inaccurate, you can dispute it by providing evidence such as your pre-pickup photos or videos, damage reports, and signed paperwork. You can escalate disputes through your card provider’s chargeback process or services like the ERCCS scheme.
Ready to Rent Your Van With Confidence?
Avoid those nasty excess charges by following these simple tips — and get the protection you deserve with Gigasure’s independent Excess Waiver Policy. Our policies cover you for unexpected damage costs so you can focus on the journey ahead. Travel smart, stress less, and let Gigasure handle the fine print.
Get a quote today and enjoy peace of mind on your next van hire adventure.
