Picking up or returning a rental car outside of business hours

When you search for a rental car on our site, we ask not only for the days you want to pick up and return the car, but also for the specific times. This is important because we only show offers from rental companies that are open during that combination of dates and times or that offer a service outside of regular counter hours.

We explain below how picking up or returning a rental car outside of business hours works.

The counter’s hours of operation are listed on the voucher you’ll receive by email after your reservation is confirmed by the local car rental company. Pickup instructions are also included on the voucher, but when you pick up the car, the rental company will provide you with information on where and how to return the rental car.

Picking Up a Rental Car Outside of Business Hours

Many large rental companies at airports offer a pickup service outside of regular business hours. Smaller providers or companies located off-site may not offer this service. Be sure to carefully consider whether this option is truly necessary for you.

If a rental company offers the out-of-hours pickup service, it will be indicated on the voucher. It often leads to confusion when the voucher lists a pickup time of, say, 3 a.m., but the counter doesn’t open until 7:00 a.m. This means the rental company has accepted the pickup time outside of regular business hours.

Most rental companies that allow pickups outside of business hours ensure that a staff member is present. This is a service that almost always incurs additional costs. If you’ve booked a pickup outside of business hours, any such costs will be listed in the price summary.

Flight delayed, office closed. What now?

We recommend that you always allow plenty of time between your flight’s arrival and the time you pick up your rental car. But what if your flight is significantly delayed and you don’t arrive until after the rental counter has closed?

In the event of major delays, always contact us as soon as possible via the emergency number and the local rental company. Only then can the reservation be adjusted if necessary and ensure that the car remains available. If you don’t contact us until the next day, there’s a good chance the reservation will have been canceled and you won’t receive a refund. The phone numbers and opening hours of the rental counter are listed on the voucher.

When you reserve a rental car at an airport, we ask for your flight number, which is also known to the rental company. They’ll see that your flight is delayed and may stay open longer, especially if there are several customers on delayed flights. However, this isn’t guaranteed, and of course, the office won’t stay open indefinitely. That’s why it’s so important to get in touch.

Returning a Rental Car After Closing Time

Returning a rental car outside of business hours is generally easier than picking one up. Even smaller car rental companies often offer this option. They usually have a so-called drop-off box where you can deposit the car keys. This is a special type of mailbox with sensors that precisely record the exact time you return the keys.

There are often designated spots on the premises where you can park the rental car. You’ll find the drop-off box nearby. We recommend checking in advance exactly where it’s located. When you pick up the car, the rental company will provide you with any additional instructions regarding returning the rental car after hours.

Important Points to Note

When the counter is open, you’ll usually walk around the car with an employee—both when picking it up and when returning it—to inspect it. Checking for any damage is the most important part of this process. Outside of business hours, of course, no staff member will be present, so you’ll need to be extra vigilant. Keep in mind that in such cases, you’ll usually be picking up or returning the rental car in the dark. Although the car is typically parked in a well-lit area, scratches or dents are more noticeable during the day than under artificial lighting.

Therefore, take detailed photos of both the interior and exterior, and don’t forget to record the fuel gauge and odometer reading. You can also record the condition of the rental car on video. Be sure to keep a steady hand and walk very slowly around the car. Make sure the “save location” option is enabled in your camera app’s settings, so it’s clear that the footage was taken at the pickup or drop-off location.

If you notice damage upon pickup that isn’t listed in the rental agreement, immediately email the photo to the rental company with a request to add it to the agreement. The time and location of the photo, along with the time the email was sent, will prove that the damage was already present.

It’s also a good idea to take photos when returning the car, so there won’t be any disputes later about the car’s condition. If you’ve caused damage yourself, don’t try to cover it up. Be honest, report the damage, and take a photo of it. It’s very important that you report all damage before the end of the rental period. If you return the car outside of business hours and the rental company discovers damage the next day that you didn’t report, the insurance may not cover these costs. If you’ve rented a car from us with the Worry-Free label, you know that your deductible is covered.

Always check to make sure you haven’t left any personal belongings behind; once the keys are in the drop-off box, you won’t be able to access them anymore. Call the rental company when they open to confirm that the return has been processed correctly.

Check Your Credit Card

When you rent a car, an amount is reserved on your credit card as a security deposit. If there is no damage or other charges (e.g., fines) to be settled, this amount will be released after some time.

Keep a close eye on your credit card transactions. If you disagree with charges billed retroactively, first contact the local rental company, and if that doesn’t resolve the issue, contact your credit card company with supporting evidence.

No Stress

Picking up or returning a rental car at a closed office doesn’t have to be a stressful experience. Follow the tips above and keep clear documentation—that way, the process will go smoothly. With the right preparation, picking up or returning a car outside of business hours is a breeze.