Pickup inspection checklist for a rental vehicle

Before you start

A little preparation keeps the handover from being rushed. Park the vehicle somewhere well lit and clear, and check that the phone is charged and connected.

Keep the contract within reach. The condition report does not replace its terms, it complements them.

1. The renter's documents

Check the driving licence and match it to the contract. In Fleedy, a photo of the licence is required at pickup; an ID document is optional but recommended.

If the renter disputes any detail of the licence or the contract, note it before the inspection starts, not after.

2. Identifying the vehicle

Confirm that the vehicle handed over is the one in the contract: plate, model, colour. A wrong vehicle throws off the rest of the file.

Check that plate and model on the screen match the vehicle in front of you before taking the first photo.

3. Mileage and fuel

Record the mileage and photograph the odometer. Note the fuel level from the gauge. In Fleedy, if the mileage entered is lower than the one already on record, the app asks you to recheck the odometer.

These two values are the reference for any extra-kilometre or fuel charge.

4. The photos

Do the full walk-around: fourteen views for a car, eight for a motorcycle in the Fleedy flow. Keep the same lighting conditions and the same order as at return.

Scooters are inspected with the motorcycle flow.

5. Existing damage

A rental vehicle almost always has marks. Recording them at pickup keeps them from being blamed on the renter at return.

Circle each damage on the photo, pick its type (scratch, dent, crack, chip, stain, other) and add a note. Show the marks to the renter before they sign.

6. Signatures and handing over the report

The renter and the agent sign on screen. Both signatures are required in Fleedy to finalise the inspection. The PDF is then sealed with a SHA-256 fingerprint and can be sent to the renter.

Fleedy produces a simple electronic signature, strengthened (SES+): server timestamp, integrity fingerprint and a sealed PDF. It is neither an advanced nor a qualified signature under eIDAS, and its evidential weight is assessed by the court.

The case of two-wheelers

For a motorcycle or scooter, the flow has eight views. Two-wheelers hide their damage in the details, so add photos of the levers, mirrors, fairing and tank whenever in doubt.

The helmet, locks and any accessories handed over with the vehicle deserve a mention, with a photo if their condition matters.

The most frequent omissions

Before asking for signatures, run through this quick list. These are the points most often missing when a file turns out to be weak.

• Odometer not photographed
• Fuel level not noted
• Existing damage mentioned in conversation but not on the photo
• Rear view or boot forgotten
• Signature given before the renter has looked at the report

After the signature

Once the report is finalised, check that the renter has received their PDF copy. It is their reference, and yours sits in the app's history.

Then hand over keys and accessories as agreed. At return, you will reopen this same report and walk around the vehicle in the same order.

How long to allow

A full flow takes a few minutes. At Drivo, the average time to close a pickup inspection with Fleedy is 12 minutes. That figure comes from that agency; it depends on the vehicle, the agent and the number of damages to record.

Frequently asked questions