Renting a car for the holidays should be the easy part of your trip. You pick a car, show up, grab the keys, and go. Simple, right?

Not always. Between surprise fees, confusing insurance options, and cars that somehow aren’t available despite your confirmed booking, a lot of travellers find the rental desk far more stressful than it needs to be.

The good news? Most of those headaches are completely avoidable. These five tips will walk you through everything you need to know, so you can focus on the holiday, not the paperwork.

Match The Vehicle To The Terrain, Not The Brochure

Car rental companies have a standardized system of classification for vehicles based on size, transmission, and drivetrain called ACRISS codes. However, most people just book based on price. That’s fine if you’re cruising the coastal road in summer sunshine. It’s not so great if you’re negotiating mountain passes or driving in adverse winter conditions.

If your vacation involves unpaved roads, lots of mountain driving, or icy conditions, a 4WD vehicle isn’t an upgrade – it’s the appropriate vehicle. Do some research on the actual local roads you’ll be driving at your destination and the time of year you’re traveling there. Rental companies that specialize in specific parts of the world will often advise you straight up on the type of vehicle best suited to the terrain.

Another aspect of the contract on the booking worth checking is unlimited mileage. Long road trips on vacation can quickly rack up surprise per-kilometre charges if you don’t check this.

The Checkpoint Before You Leave The Lot

This is the primary source of rental stress. You’ve landed and all you want to do is get out of the airport. But those five minutes at the car are crucial. Possibly more crucial than anything else in the whole rental process.

Film a walk-around of the vehicle – exterior and interior – before you drive off. Every panel. The windscreen. The roof. The boot floor. This is the visual evidence of any already-existing scratches or dents when you return the vehicle, and is your protection against a potentially expensive dispute. Check the fuel level and fuel policy and make sure you won’t be hit with any unforeseen fees. The fuel is full-to-Full. Return the car with a full tank. Pre-paid fuel. You’ve already paid for your tank of gas. If you don’t get this right, you’re definitely getting charged extra.

Insurance: Know What You’re Actually Covered For

The Collision Damage Waiver (CDW) is the basic coverage that limits the amount you could be responsible for if your rental car is damaged or stolen. Every rent comes with the basic one, but there is almost always an excess liability – the amount you have to pay before the coverage kicks in.

You can purchase a reduction or a waiver of that excess at the desk or on a comparison site. In some circumstances, the standard Collision Damage Waiver won’t cover you for everything. Volcanic surfaces and weather, unpaved roads, etc. may require additional insurances like rocks, gravel, or ash protection. If you are getting a car rental at Keflavik Airport, for example, these will be offered to you since driving conditions differ vastly from the rest of Europe. Find out exactly what the basic policy does not cover before you say no to them.

Credit Card Requirements Catch People Off Guard

The primary driver needs to show an actual credit card at the counter – not a debit card, not Apple Pay or Google Wallet. The company will also put a hold on it for a security deposit, which can run anywhere from a couple of hundred to a couple of thousand dollars depending on the rental class and your insurance. That money isn’t going anywhere until you return the car.

Check your credit limit before you travel. If the card can’t cover the deposit on top of your normal spending, it’ll be declined. Some companies also insist the card name matches the main driver. The rules vary wildly between providers, so don’t leave this to chance.

One more thing – find out whether you need an International Driving Permit alongside your regular licence. It takes minutes to sort in advance and an absolute nightmare to deal with once you’ve landed.

Airport Logistics Take Longer Than You Think

Rental desks aren’t always inside the terminal. Many major airports have consolidated car rental facilities that require a shuttle transfer from arrivals. That shuttle adds 30 to 45 minutes to your travel schedule if you don’t account for it. Check in advance whether your company’s desk is airside, in the terminal, or at an off-site location – and build that time into your plan.

Have your rental voucher accessible before you reach the counter. This is the confirmation document that contains your booking reference and sometimes specific pick-up instructions. A printed copy or a screenshot works. Fumbling through emails in a slow queue doesn’t.

The rental process is a checkpoint, not a formality. Clear it properly and the rest of the trip runs on your terms.