Pickup Agreement & Hire Documents

Created by Gavin Howard, last modified on Apr 06, 2021

When you print out the Pickup (Hire) Agreement, the system automatically adds a number of documents that are pertinent to the hire.

Document List Printed at Pickup

  1. Store copy of the Pickup (Hire) Agreement

  2. Store copy of the Vehicle Condition Report

  3. Customer copy of the Pickup (Hire) Agreement

  4. Customer copy of the Vehicle Condition Report

  5. Terms and Conditions of hire

  6. Loading Guidelines for vehicle type hired

Pickup Agreement Checks: Hire Details

Once you have a copy of the printed documents, it's your last chance to go through them with the customer, to make sure that all the details are correct.

  1. Hirer details

  2. Driving licence details - this is a good point to hand the driving licence back to the customer

  3. Pickup date & time are correct

  4. Return date & time are correct and what the customer is expecting

  5. Vehicle registration number on document matches that on the key tag

Pickup Agreement Checks: Estimated Rental Charges

Check the hire charges that you will put through the point of sale register.

  1. Code: the fineline code for entry into the point of sale register

  2. Item: description of the line item

  3. Charge: the unit cost of the line item

  4. Quantity (QTY): the number of line items being purchased

  5. Total: line item charge multiplied by quantity

  6. Estimated Rental Charges: sub-total of all line item charges

  7. Deposit being charged

Pickup Agreement : Customer Declarations

You next need to take the customer through each of the areas that requires initialisation.

  1. Insurance Excess
    The insurance excess in the event of any damage or loss will be the amount that's there on the agreement. This can vary according to whether they've taken out the Insurance Excess Reduction policy.

  2. Medical
    Confirmation that there's no known medical or legal reason that prevents any of the named drivers on the agreement from being able to drive.

  3. Negligence / Single Vehicle Accident Excess
    Confirmation that they understand that in the event of a single vehicle incident, or where the vehicle is impounded, there will be an additional excess of $2,000 applied, regardless of whether they've taken out the Reduced Insurance Excess policy.

  4. Tolls*, Violations and Infringements Liability
    Confirmation that they are responsible for all traffic violations and parking infringements and that they understand that there will be a $30 admin charge added to the cost of that infringement and any other costs incurred in relation to those infringements. *If the Toll Pass was available at Pickup and the customer has declined the Toll Pass.

  5. Towing
    Confirmation that, if towing, the customer will not tow anything larger than a standard 6x4 or 8x5 trailer and they understand that the total weight limit is 1000 kilos, one metric tonne.

Pickup Agreement : Customer Signature

When the hirer signs the Pickup Agreement, they're certifying that all of the information given is true and correct and that they:

  1. will return the vehicle with the same level of fuel and present a copy of the refuelling receipt

  2. have received a copy of the Vehicle Condition Report and that the deposit will be forfeit and the excess payable if any damage or equipment is missing on return

  3. have received a full copy of the Terms and Conditions of hire

  4. allow their personal information to be used in accordance with the Terms and Conditions of hire

  5. will not use the vehicle for towing, unless they've stated otherwise

  6. are liable for distance charges and that the distance traveled in the vehicle will be charged at the rate according to the duration of hire

Vehicle Condition Report

When you give this to the customer, make sure that they understand that it's their responsibility to check that there are no errors or omissions on the Vehicle Condition Report and that it reflects the current status of the vehicle before they leave the store premises:

  1. Vehicle Equipment Checklist
    Looking in the 'Out' column of the vehicle equipment checklist:\

    • making sure that the overhead or front ladder rack is present and secure;\
    • the back ladder rack is present and secure;\
    • the jack, handle and toolkit are present and correct;\
    • the windscreen's good, there's no cracks or chips;\
    • the spare wheel is on the vehicle\
    • the toll charge Etag is in place

  2. Vehicle Condition
    The vehicle should be clean on the outside, inside, free from cigarette smoke and odour and all tyres should be roadworthy, at pressure and puncture free

  3. Vehicle registration number matches that on the key tag

  4. Pickup date and time is correct

  5. Odometer reading is correct

  6. Fuel level is correct

[]{.aui-icon .aui-icon-small .aui-iconfont-warning .confluence-information-macro-icon}

Ensure that the customer understands that if any item is damaged or missing or the condition is not as marked, they need to come back into the store and let you know immediately, before they leave the store premises. You can then add a note on the system to update the Vehicle Condition Report so that the the customer is not charged for anything that's missing or damaged on return.

When performing the return, you will use this part of the agreement to check in the vehicle.

[]{.aui-icon .aui-icon-small .aui-iconfont-approve .confluence-information-macro-icon}

Handover

Once the customer has signed the Vehicle Condition Report, you should give them:

  1. Customer copy of the Hire Agreement

  2. Customer copy of the Vehicle Condition Report

  3. Terms and Conditions of hire

  4. Loading Guidelines for vehicle type hired

  5. Vehicle key

You then keep on file:

  1. Signed Store copy of the Pickup Hire Agreement

  2. Signed Store copy of the Vehicle Condition Report