Pre-Delivery Checklist: What We Inspect Before Handing Over the Car
Clients often only see the last 10 minutes: the manager walks around the car with a tablet, takes photos, and signs the handover report. In reality, before every rental, the car goes through a 42-point inspection that starts a day before your arrival. We’re revealing this checklist so you understand the condition of the car you receive and what to watch out for yourself.
Stage 1: Technical Inspection After Previous Client
As soon as the car is returned, the mechanic checks the engine oil level, coolant and brake fluid levels, tire pressure, remaining tread depth, brake pad condition, and any error codes in the onboard computer. If the mileage is approaching the scheduled maintenance interval, the car does not go out for rental but is sent to the service center. This rule has no exceptions, even when the fleet is fully booked.
We also separately check the air conditioning, seat heaters, window regulators, lighting, and windshield wipers. Small things like a burnt-out low beam bulb can cost you a fine, so we don’t overlook them.
Stage 2: Cleaning and Preparation
- Exterior wash and interior dry cleaning as needed. The car is handed over clean and free of any foreign odors.
- Full tank or recorded fuel level documented in the report.
- Complete set of documents: registration certificate, OSAGO insurance policy, copy of the rental agreement.
- First aid kit, fire extinguisher, emergency stop sign, jack, and lug wrench.
- Spare tire or repair kit, charging cable for electric vehicles.
- Child seat if it was ordered during booking.
Stage 3: Walkaround Inspection with the Client
At this stage, we ask you not to rush. The manager walks around the car with you, photographing every side, the wheels, windshield, and interior with timestamps. All existing scratches and chips are marked on the diagram in the handover report. We recommend you take your own photos on your phone: in case of a dispute, this will save both your time and your deposit.
Next, we record the mileage and fuel level, check that all options you ordered are present inside, and show you how to use the basic functions: ignition, cruise control, parking sensors, and phone connectivity.
Why This Matters to You
A detailed report protects both parties. You can be confident you won’t be charged for scratches that were there before you, and we can be sure the car will be returned in the same condition. That’s why the deposit limit at Apex Rent Car—from $200 for economy class to $3000 for exclusive cars—is rarely used: in 2025, we withheld part of the deposit in only 2% of rentals.
Conclusion
The 42-point inspection is not just a formality but the reason our clients keep coming back. Arrive 15 minutes early for the handover, inspect the car together with the manager, and don’t hesitate to ask questions. And if you notice something after departure, call +38 096 886 9999 within the first hour—we will add it to the report remotely.
