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.
Details worth writing down for a work trip
Before requesting a quote, note the dates you need the car, including any early starts or late finishes that might affect collection or return timing. List every driver who may get behind the wheel, with their licence details to hand, since naming additional drivers at the outset avoids follow-up queries later. Write down where the car needs to be delivered or collected from, and whether that address changes partway through the trip. If the trip involves meetings, record the venues and any contact numbers for whoever is receiving you, in case plans shift on the day. Finally, note your preferred vehicle type and an alternative in case your first choice is unavailable, so the team can respond with a firm option rather than a list of questions.
Choosing a car around driver preferences
Think about who will actually drive most of the miles. If one colleague strongly prefers an automatic, say so when you enquire, because this narrows the vehicle groups the team will check. Consider whether the main driver is comfortable with a larger SUV or would rather have an estate for motorway stretches, and mention any preference for a higher seating position or extra boot space for samples and equipment. Where several people share the driving, ask how additional drivers are added to the booking and what information each person must supply. It is also worth asking about the fuel arrangement and return condition expected, so expectations are clear from the outset. The more specific your notes, the more precisely the team can match a car to the trip.
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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.