Skip to main content

AlphaRent Top Tips

From vehicle delivery to fines and charges to taking your vehicle abroad our top ten tips are here to guide you through your rental vehicle in the UK and abroad.

One number, one email your dedicated AlphaRent Team are here to help.

Tel: 0370 50 50 101
Email: alpha.rent@alphabet.co.uk (option 1)

Top ten tips for rental vehicles being used in the UK

Insurance

All vehicles hired through Alphabet must be covered by insurance from the start date and time of the rental up until the point of collection.

If your company insurance does not cover rental vehicles in the policy, our rental suppliers may provide insurance for the rental which must be requested at the time of reservation. providing that you meet the criteria set by the rental supplier. For rental suppliers' insurance. you must be present on delivery to show your licence up to two working hours* before your reservation start date and time.

For an AlphaRent+ Vehicle. hires are ONLY allowed via your company insurance policy.

Vehicle Delivery

For business deliveries, you must be present. Please inspect your vehicle thoroughly and check for damage and the fuel level in the presence of the delivery agent. Should you need to, please update the Delivery Sheet/Rental Agreement before signing it and ensure you retain a copy for yourself.

If you are unavailable when your vehicle is delivered, you must carry out a vehicle inspection prior to driving.

Should there be less than a full tank of fuel or any damage on the vehicle that is not on the Delivery Sheet/Rental Agreement please contact the AlphaRent team as soon as possible (within 2 hours of the start date and time is recommended).Photos of the damage and fuel gauge are recommended to assist us in case there is any dispute with the supplier.

For an AlphaRent+ Vehicle, please note you MUST be present on delivery.

Familiarise yourself

Upon delivery of the vehicle, and before you drive away, please take a few moments to familiarise yourself with the controls, e.g. the lights, indicators, fuel cap, etc.

N.B. it is rare that rental vehicles will contain a manufacturer's handbook; however there should be a sheet with some key functions of the vehicle.

Fines and toll charges

Remember, you are still liable for any speeding offences, fines (including parking, bus lane, etc.), congestion charges or toll fees including Dart Charge. If any of these occur, the cost including the rental suppliers and Alphabet’s administration fees will be passed onto your company who may recharge this to you.

If a fine is issued by a rental supplier and is then credited, the administration fee may not be credited.

In the event of a breakdown or emergency

Breakdowns include tyre, glass and mechanical issues.

In the event of an accident, and if another party is involved or damage to public property has been caused, please contact the police. Take everyone’s details including; name, address, vehicle details, insurance company (if possible).

If you require recovery for either a breakdown or an accident, please contact the dedicated emergency number either located on the key fob or sticker located on the windscreen. If your vehicle is not fixable at the roadside, you will be taken to the nearest branch to obtain your replacement vehicle (providing you are fit and able to drive).

Taking your rental vehicle abroad

In order to take your vehicle abroad, please contact the AlphaRent team who will arrange a VE103, which you can collect and sign for at your nearest rental location prior to your travel.

Please ensure you check if any equipment is required in the countries you are travelling to (e.g. high-visibility jackets, etc.) as this will not be provided with the rental vehicle. Some commercial vehicles may not be permitted to be taken abroad.

Vehicle checks

Please ensure you regularly check the engine oil level, water level in the radiator, washers and wipers, especially on long journeys. If you are hiring a vehicle for a long period of time, it is your responsibility to top these up.

Amending, extending or cancelling your hire

If you need to amend, extend or cancel your hire for any reason, please ensure you provide a minimum of 4 working hours* notice to help avoid any failed delivery or collection fees or 24 hours for AlphaRent+ vehicles.

Fill the tank prior to off-hire

When you are ready to hand back your rental vehicle, please remember to refuel the tank to the point where you hear the double click of the nozzle and keep your fuel receipt for reference. Any fuel the supplier needs to replace to return the vehicle back to the branch, will be charged at an increased price as per your tariff.

For an AlphaRent+ Vehicle, please refuel to the same level as on delivery.

Vehicle Collection

Suppliers will endeavor to collect your vehicle within 8 working hours* after the off hire date and time. Once again inspect your vehicle thoroughly, photographing all previously recorded areas and retain for your reference.Business addresses collections must be signed for and the vehicle condition confirmed on collection.

For home address collections, please make every effort to be available for the vehicle to be checked over by you and the rental suppliers’ collection agent. Please ensure you sign and retain a copy of the collection sheet.

If it is not possible for you to be available, please ensure that you have parked the vehicle in a non-restricted area or permit holder bay and that the keys are available in a safe and secure location away from the vehicle, e.g. under a front door mat, under a flower pot. Please notify our AlphaRent team of their location.

If you have hired an AlphaRent+ vehicle please note you MUST be present on collection. Our logistics partners will collect within 48 hours of the off hire date.

*Rental working hours are classed as 08:00 - 18:00, Monday to Friday. Suppliers may endeavor to deliver or collect a vehicle outside of these core hours on some occasions.

*AlphaRent+ (Alphabet Lead In) working hours are classed as 09:00 –17:00, Monday to Friday. Suppliers will not deliver or collect outside of these core hours unless by prior agreement.

Please note: If you rent/hire a vehicle for 28 days or more you should bear in mind that Benefit In Kind (BIK) may apply.

Top tips for rental vehicles being used abroad

Insurance

All vehicles hired through Alphabet for international booking will be covered by Collision Damage Waiver.

This will be included in the price of your rental quoted on the booking.

Collision Damage Waiver excesses can waiver from different rental companies however this will be confirmed on the terms and conditions that we send you and your paperwork when you pick up your rental from the rental company. You may be asked if you want to purchase excess waiver insurance when you pick up your car however there are a number of insurance companies that will offer this if you book this separately in advance however this will need to be purchased privately.

Vehicle collection

If you are collecting your vehicle from an airport, please go to the rental company listed on your confirmation in the terminal.  If you are walking into a branch, please go to the address provided.

Prior to using your vehicle please inspect your vehicle thoroughly and check for damage and check the fuel level.

Should you need to, please update the Rental Agreement, noting any damage and the fuel level before signing it and ensure you retain a copy for yourself.

Should there be any damage on the vehicle that is not on the Rental Agreement please contact the rental representative as soon as possible. We would encourage you to take photographs of any damage as these will assist us if there is any dispute with the supplier at a later date.

Please remember prior to collecting your vehicle:

UK Driving Licence-holders need to use the Government's online "Share Driving Licence" service to validate their driving record prior to collecting a hire vehicle. Drivers should visit www.gov.uk/view-driving-licence with their driving licence and national insurance number along with their home postcode.

Familiarise yourself with the vehicle

When you collect your vehicle, before you drive away, please take a few moments to familiarise yourself with the controls, e.g. the lights, indicators, fuel cap, etc.

N.B. it is rare that rental vehicles will have a manufacturer's handbook; however there should be some paperwork highlighting some of the key functions of the vehicle.

 

Please ensure you regularly check the engine oil level, water level, washers and windscrren wipers, especially on long journeys. If you are hiring a vehicle for a long period of time, it is your responsibility to ensure these are topped up.

Fines, tolls and charges

Remember, you are still liable for any speeding offences, fines (including parking, bus lane, etc.), congestion charges or toll fees (although these may be included in your rental). If any of these occur, the cost including the rental suppliers and Alphabet’s administration fees will be passed onto your company who may recharge this to you. Please refer to your rental supplier for further details,

If a fine is issued by a rental supplier and is then credited, the administration fee may not be credited.

In the event of a breakdown or emergency

Breakdowns include tyre, glass and mechanical issues.

In the event of an accident, and if another party is involved or damage to public property has been caused, please contact the police. Take everyone’s details including; name, address, vehicle details, insurance company (if possible).

 

If you require recovery for either a breakdown or an accident, please contact the dedicated emergency number either located on the key fob, sticker located on the windscreen or on the rental agreement. If your vehicle is not able to be repaired at the roadside, you will be taken to the nearest branch to obtain your replacement vehicle (providing you are fit and able to drive).

Amending, extending or cancelling your hire

If you need to amend, extend or cancel your hire for any reason, please ensure you contact Alphabet on 0370 50 50 101 or email alpha.rent@alphabet.co.uk.

Filling up with fuel before you return the vehicle

When you are ready to return your rental vehicle, please refer to your rental provider to confirm how much fuel the vehicle needs to be returne with. Please remember if you need to return the vehicle with a full tank of fuel, listen for the double click of the nozzle and keep your fuel receipt for reference. Any fuel the supplier needs to replace to return the vehicle back to the branch, will be charged at an increased price as per your rental tariff.

Returning your vehicle to the airport

Once again inspect your vehicle thoroughly, photographing all previously recorded areas and retain for your reference.

Please ensure that you have parked in the rental companies allocated parking bay at the airport and that the keys are handed back to your rental company.

If your rental company is closed, please refer to the airport information desk.