What to do if you’re late for your car rental pickup

If you’re running late on the day of your booking, there’s always the chance the rental company may offer to hold your vehicle if they know you’re on your way. If you don’t let them know about your delay, it may be cancelled, forcing you to re-book at a higher rate and settle for a vehicle that doesn’t suit your needs.

Sometimes, no matter how hard you try to be on time, life gets in the way. But nothing kills the excitement of a long-awaited vacation quite like the sting of extra fees or the hassle of re-organizing a car rental. Here's a guide to equip yourself with everything you need to know if you find yourself running late for your rental car pickup – from grace periods to cancellation policies and best practices.

Understanding “grace periods”

Renting a car is a lot like booking a table at a restaurant. If you’re late to your reservation, your table will most likely be offered to someone else. Thankfully, most rental companies know that some customers may run late, whether that’s caused by a flight or a simple human error. This is where the “grace period” comes in.

A grace period is the amount of time a rental company is willing to wait after your chosen time slot before they consider you a “no-show”. Grace periods generally range from 29 minutes to two hours and vary depending on the country you’re in, the type of vehicle you’re renting, and whether you’re picking the vehicle up from an airport.

Let’s take a look at some grace periods offered by car rental companies in the UK and US:

Keeping your car rental provider in the loop

If you’re running late or anticipating a delay when renting a vehicle, it’s always best to contact the rental company as soon as possible. The more notice you provide, the easier it is for them to adjust your booking without any additional fees or charges.

If you’re running late on the day of your booking, there’s always the chance the rental company may offer to hold your vehicle if they know you’re on your way. If you don’t let them know about your delay, it may be cancelled, forcing you to re-book at a higher rate and settle for a vehicle that doesn’t suit your needs.

Dealing with delays and airport troubles

Some inevitable situations, like a delayed flight, might make it difficult to inform the rental company in advance. Luckily, several rental companies provide a space to input your flight number during the booking process, allowing them to keep tabs on your expected arrival time. That said, it’s always a good idea to check the terms and conditions of your rental – especially during an airport pickup – as grace periods can differ depending on the airport and rental provider used.

Renting a car when your ideal branch is closed

It can be incredibly frustrating to arrive at the rental desk after a long flight only to discover it’s closed. That's why it's crucial to book your rental car in advance. During the booking process, you’ll have a wide range of time slots to choose from, some of which are labeled “out of hours”.

If you’re planning on picking up your car outside of the usual opening times, then the nature of your pickup may be different. For example, the keys to the vehicle will generally be stored in an on-site safety deposit box and you may receive instructions via email. For those of you who prefer a more personal touch, it’s always a good idea to book your rental during standard hours to ensure a smoother experience.