Car Rental Basics for Business Travelers

10 Tips Before You Leave the Lot

Even the most savvy traveler has to suffer through car rental realities: delayed airport shuttles, long lines at the counter and lost reservations. Most business travelers don't have the luxury of a car service picking them up at the airport and dropping them off stress-free downtown. Here are ten tips to ensure that your next car rental experience goes smoothly.

Gentlemen ...and Ladies ... start your engines.

1. Do you have to rent a car? The best way to avoid rent-a-car hassles is to avoid renting a car in the first place. Do you absolutely need your own wheels or can you use public transportation, shuttles and taxis to get where you want to go? Conference resorts cater to the non-driver. In Orlando, Florida for example, a variety of transport services are available to take you to conference destinations -- at a fraction of a car rental cost. If your final destination is an urban center, weigh the taxi fares against parking garage costs, possible parking tickets and the trouble you may have negotiating unfamiliar streets.

2. Membership has its privileges. No doubt about it -- if you are going to rent cars, you should join car rental frequent traveler programs. While upgrades and frequency points are terrific, one of the best benefits you receive with some is the ability to bypass lines. With National Car Rental's Emerald Club membership, you can go from baggage claim to car without stopping at the counter. Alamo's Quicksilver program lets you arrange for your car at a kiosk. Car rental companies want the frequent flyer's business. Once you pick the one that suits your needs -- try to to stick with it.

3. Review your company's travel policy. Does your company restrict the type of car you can rent? Will the expense for the SUV or convertible be turned back by the accounting department? Before you rent, make sure what is and isn't approved. Some companies may cover a car rental expense over the weekend if that mean a lower airfare for the business trip. Does your corporate card cover additional insurance and additional drivers? (see Tip#5). Check it out -- before you rent.

4. Reserve ahead of time and try to arrive early in the day. Again, it helps if you are a preferred customer -- but always try to make your reservation as soon as possible.Write down the confirmation number and verify the class of car and guaranteed rate. If possible try to get the information from the company in writing, through your corporate travel department. One day -- or even hours prior to your trip, verify the reservation again. Even with a confirmed reservation, you may be out of luck if you arrive late in the day when cars have just turned over.

5. It's always a dilemma for travelers -- do you really need the optional loss or collision damage waiver (LDW/CDW). Understand your company travel policy about CDW. If you use a personal credit card for business expenses, check to see if it covers collision and liability for rentals. It may, but some cards don't cover certain vehicle types, long-term rentals or rentals in some countries. Extra insurance fees can really add up, but so can the cost of an accident.

6. Gas up now or later? Should you prepay for gas? It depends. Understand your company policy and the price implications. If you think you will be running late, trying to catch the last flight home, check off the fuel prepayment option. Review all of the rates before you sign the contract.

7. Sign up additional drivers on the spot. If you're sharing driving duty with a business colleague, make sure they are listed as an additional driver before leaving the parking lot. You'll find that most car rental companies have a policy where co-workers can sign on for free. Don't skip this step - only authorized drivers should be behind the wheel in rental cars - or you'll be liable if there's a problem.

8. Study your car on the outside. Take a few minutes looking over the car before pulling out. Check for scratches and dents. If you find anything, be sure to get this documented. If there is a line at the counter inside, have this documented at the gate leaving the lot. You will be held liable for car damage, unless it is written down. Don't get stuck paying for a stranger's damage. Look at the tires, check out the brakes and lights. If the car is unsafe - switch it - no matter how late you're running for your next meeting.

9. Familiarize yourself with the car's interior and control panel. Get the air just right and find your kind of music on the radio. You don't want to be searching for the windshield wipers while you're doing 65 in a sudden downpour. If the car has anti-lock brakes - and more than 50% of today's rental fleets do - practice braking before heading out on the highway.

10. Know where you are going. Many overconfident business travelers leave the lot without a clue how to get where they are going. If you haven't been to the location before, get directions and a map. Some car rental companies offer in-car navigation systems, such as Hertz's Neverlost.