Matching a hire car to your passengers and luggage
Tell the team how many people will travel and how many cases, buggies or bulky bags you expect. Seating and boot space are separate questions. Say whether you need an automatic or are happy with a manual, and mention any child seat request early so it can be checked before you are quoted. Include details for every driver who may take the wheel.
Picking a suitable car
Start with the journey and pick the car to match it. Smaller cars are suited to city driving and short stays, automatics make local driving easier, estates and SUVs give more room for luggage, and people carriers are a better choice for families or small groups. The range available includes the Fiat 500, VW Golf, Ford Focus Estate, Ford Focus Automatic and Hyundai i10 Automatic, subject to dates, driver details and availability. The precise make, model, transmission, seating, payload and licence position are confirmed when you are quoted, so treat the vehicles listed as a guide to the kind of hire on offer rather than a guaranteed reservation of a particular model.
Details to gather before a work trip
Start with the dates, including any early start or late finish that affects when the car is needed. Note who will drive, with their details to hand, and whether a colleague might also take the wheel. Record the appointments in order: addresses, contact names, phone numbers and the times agreed with each. List what you are carrying, whether that is a laptop bag, sample cases or a display stand, and measure anything bulky. If parking at any venue is unclear, that is a question for the venue rather than the hire team. When you ask for a quote, share the itinerary and ask whether a compact automatic or an estate better matches the week's pattern.
Planning a longer stay
For an extended stay, the planning horizon stretches and so should your notes. Begin with the whole span of dates, including any possible extension, and say which days are fixed. List the drivers who may use the car and keep their details ready. Write a simple luggage inventory: two suitcases, a holdall, a box of files, a bicycle if one is coming along. Measure anything awkward. Sketch the stay as a weekly pattern, noting regular commitments and one-off trips, so the team can see whether an SUV or a people carrier makes sense for the booking. Ask in your quote request about collection or delivery arrangements for a longer hire, and note anything still undecided so it can be settled before you travel.
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Last checks before booking
Before you confirm the hire, check the key details: vehicle availability, driver requirements, mileage, insurance, delivery or collection arrangements and any extras you have asked for, along with driver age, licence history, the deposit, the insurance excess and any travel abroad. A clear request gives the date, the length of hire, the rough route, the delivery or pickup address, the expected passengers or load, and any particular requirements that might affect which vehicle is suitable.















