Theft can occur when a hire car or truck is used without permission or not returned. Simple steps can help prevent financial loss and the loss of the vehicle.
Look out for fake ID, forged documents and stolen credit cards. Does the identification all match?
Staff should sight and check the authenticity of the hirer’s identification, driver’s licence and credit card details at the time of vehicle pickup - all the details should match the hirer. Take a copy of their driver’s licence for your records. Additional identification should be considered for local hirers. Taking a deposit or pre-authorisation on the credit card is a smart move – it gives people an incentive to bring the vehicle back. Check rental history databases - it helps spot risky patterns. If someone frequently asks to swap vehicles, or just seems a bit suspicious, don’t be afraid to ask questions. Trust your instincts. Having CCTV at pickup locations is a great way to keep staff safe and make sure you’ve got a clear record of who’s renting.
Smart tech can help protect rental vehicles. Automated reminders and real-time alerts keep staff informed and one step ahead.
Consider installing GPS tracking systems in all vehicles. Telematics and fleet management software monitors vehicle activity. This alerts companies to unauthorised movement or extended use. Ensure vehicles are equipped with immobilisers and alarm systems
Clear policies and procedures help staff respond to suspicious activity and protect the business.
Make sure your rental agreements clearly explain when and where the vehicle needs to be returned. Automated texts and email reminders encourage hirers to return vehicles on time. Automated alerts notify staff when a vehicle is overdue. If someone keeps breaking the rules, don’t hesitate to blacklist them. Sharing that information with other rental businesses can assist in preventing repeated offending.
If a vehicle is not returned and the hirer cannot be contacted, it’s time to notify the police.
If a vehicle isn’t returned and there’s no reasonable explanation, report it to police as soon as possible by calling the non-emergency line: 131 444. All staff members are authorised to make the report on behalf of your company. If necessary, police may ask for an additional statement from the staff member who handled the hirer’s booking. Try to give police as much information as you can such as a copy of the rental agreement, the hirer’s ID and contact details, a timeline of what happened, any communications you sent/received and CCTV footage if available.