Easy rental

Many business travellers appreciate the freedom and autonomy that a hire car provides when overseas. With many business parks outside city centres, public transport and taxis often prove to be expensive and inconvenient. Clinching a deal over lunch, away from the office, is often ideal and having efficient, reliable transport is essential.

If you check out the various car rental company web sites, you'll see that the vehicles on offer are all very similar, but the pricing structures differ dramatically. Taking a closer look at the small print on damage excess waiver charges, refuelling costs and airport levies will indicate what is actually included in the advertised rental price.

Using a car hire broker such as Holidayautos (www.holidayautos.co.uk) may prove less expensive and the service is invariably high. The company, part of Lastminute.com, definitely provides discounted car rental in most locations, and follow up customer service is useful in the unlikely event of a dispute with the actual rental company.

A travel management company will have negotiated rates and upgrade agreements with its preferred operators. If you want to shop around you may find a slightly cheaper deal, but will rarely secure the service and back up support that the travel management company provides.

One word of warning if you are shopping around - beware of small unknown car hire companies. Although they may provide a good local service, the vehicles are rarely new and unblemished, and customer service is often minimal.

Low cost flying has led to the provision of low cost ancillary services, with Ryanair (www.ryanair.co.uk) leading the way in a user friendly link with Hertz. The airline's passengers secure discount rates and Hertz will keep the airport office open in the event of a delayed flight. Checking the Hertz web site will often show an airport collection point as closed during unsociable hours. But a car booked through the Ryanair connection, will make sure that the office is open to coincide with the arrival of the flight at no extra charge. This service is very popular, so travellers should expect to queue for longer than normal at the car rental desk.

Car rental company systems automatically charge an `out of hours' fee as soon as the clock ticks past closing time, even for those already in the queue. Travellers should be aware of this, especially when arriving late in the evening.

Always check whether the rental costs include Collision Damage Waiver cover and Collision Damage Waiver Excess cover. Regular car hirers may find it useful to purchase an annual insurance to cover the latter. London based www.Insurance4carhire.com offers an annual excess car hire insurance for around £50 a year. This provides a significant saving when many major renters are charging around £9 a day for the Collision Damage Excess cover.

Most operators offer a loyalty programme. Not only does this ensure a quicker and more personal service, but members are more likely to be able to take advantage of vehicle upgrades and frequent special offers.

Remember that penalties, parking fines and outstanding motorway tolls should be paid direct as car hire companies may charge a handling fee if requested to collect these from the hirer.

Most operators request that vehicles be returned with a full tank of petrol. Always check the agreement when collecting the car. Again, if the vehicle is returned with a partly full tank, the operator will invariably charge a handsome refuelling supplement. Similarly, to avoid cleaning charges any unusually dirty vehicle should be taken through a car wash before it is returned.

If a traveller feels they have been overcharged, they will invariably ask the PA to sort it out after their return. A few checks when booking and prior to rental should ensure that these problems do not arise.