Matching a hire car to your passengers and luggage
Tell the team how many people will travel and how many cases, buggies or bulky bags you expect. Seating and boot space are separate questions. Say whether you need an automatic or are happy with a manual, and mention any child seat request early so it can be checked before you are quoted. Include details for every driver who may take the wheel.
Finding a car to suit the trip
Start with the journey and pick the car to match it. Smaller cars are suited to city driving and short stays, automatics make local driving easier, estates and SUVs give more room for luggage, and people carriers are a better choice for families or small groups. The range available includes the Fiat 500, VW Golf, Ford Focus Estate, Ford Focus Automatic and Hyundai i10 Automatic, subject to dates, driver details and availability. The precise make, model, transmission, seating, payload and licence position are confirmed when you are quoted, so treat the vehicles listed as a guide to the kind of hire on offer rather than a guaranteed reservation of a particular model.
Getting Your Work Trip Details on Paper
Before requesting a quote, sit down and write out the basics of the trip. Start with the dates you need the car, including whether the return day might shift, and note who will be driving so their details are ready to pass on. If the trip involves visiting several sites or meeting a client, sketch a rough itinerary with addresses and any arrival windows you have been given. Record the contact name and number at each stop in case plans change on the day. Think too about what you will carry, whether that is a laptop bag, samples or a small case, and list the items with approximate dimensions. Any open questions, such as whether an automatic is preferred, can go on the same sheet for the team.
Sharing the Plan with Colleagues
If others are travelling with you, agree early on who needs a seat and who is making their own way, then keep one shared note of the final list. Ask each companion to confirm their availability for the chosen dates and to flag any luggage they intend to bring, from overnight bags to presentation equipment, noting rough sizes. Circulate the draft itinerary so everyone can spot clashes or suggest different timings before you enquire. It helps to nominate one person as the point of contact, collecting everyone's details and any questions in a single message. You might also decide who speaks to the recipient at each destination if a delivery or handover forms part of the trip. Once the group has settled the arrangements, the remaining queries can be put to the hire team when you request a price.
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What to confirm on the phone
Before you confirm the hire, check the key details: vehicle availability, driver requirements, mileage, insurance, delivery or collection arrangements and any extras you have asked for, along with driver age, licence history, the deposit, the insurance excess and any travel abroad. A clear request gives the date, the length of hire, the rough route, the delivery or pickup address, the expected passengers or load, and any particular requirements that might affect which vehicle is suitable.















