Collecting a hire van should be the easy part of your day. At Abacus Self Drive we want you on the road quickly, and the best way to make that happen is to arrive with everything we need to see. This guide goes through the list, explains why we ask for each item, and tells you what to expect when you get to the depot.
What to bring: the short version
- Your photocard driving licence
- Your DVLA check code, if you did not enter it when booking
- Proof of your address, dated within the last 3 months
- The card you booked with
Every named driver needs their own licence and their own check code.
Your driving licence
Please bring your photocard licence with you.
To hire from us you need a full UK driving licence that you have held for at least two years. A standard car licence, category B, covers every van in our fleet up to and including the Luton with tail lift. If you are hiring the 7.5 tonne lorry you will need category C1 as well, and our guide to the licence you need for a 7.5 tonne lorry explains how to check.
Some other points on drivers:
- Age. Drivers must be aged 23 to 75. For the 7.5 tonne lorry, drivers must be 25 or over.
- Points. You can hire with up to six points on your licence. If you have more than six, please call us before you book.
- Non-UK licences. Online booking is for UK licence holders. If your licence was issued in another country, call us before you book and we will tell you whether we can hire to you and what to bring.
Your DVLA check code
A DVLA check code lets us see your driving record, including the categories you can drive and any penalty points. Our insurer requires this for every driver, so it is not something we can skip.
You generate the code yourself on the government website using your licence number, your National Insurance number and the postcode on your licence. It lasts 21 days, which means there is no benefit in doing it weeks ahead. A day or two before you collect is ideal.
If you entered a check code when you booked online and it is still valid, you do not need to do anything more. If you have never generated one before, our step by step DVLA check code guide will take you through it.
Proof of address
We ask for one document that shows your name and address and is dated within the last 3 months. A utility bill or a bank statement is the usual choice.
Please check the date before you set off. It is the detail people most often overlook, and a document that is too old means a delay while you find another one.
Your payment card
Please bring the card you used to make the booking. We accept debit and credit cards, and we do not accept cash.
The card is also used for your security deposit, and how that works depends on how you booked:
- If you booked online, we do not take anything for the deposit at the time of booking. On the day you collect, we place a hold for the deposit on the card you paid with. A hold reserves the money without taking it, so please make sure the card has enough available on the day.
- If you booked by phone or at the depot, you pay the deposit by card when you collect.
If a hold cannot be placed on your card for any reason, you will need to pay the deposit at the depot before you drive away. Once the van is back and has been checked, a hold is released and nothing is taken. Your bank may take several working days to show the money as available again.
Additional drivers
If someone else will be sharing the driving, they must be named on the hire agreement. Only named drivers are covered by the insurance, so please do not be tempted to hand over the keys to somebody who is not on the paperwork.
Each additional driver needs their own photocard licence and their own DVLA check code, and must meet the same age and licence rules. Occasionally we need an additional driver to attend the depot with their licence at collection. If that is the case for your booking, we will tell you beforehand.
What happens when you arrive
Here is what to expect at either of our depots:
- We check your licence, check code and proof of address.
- We go through the hire agreement with you and ask you to sign it.
- We record the condition of the van with photos. We do this again when you return it.
- We hand you the keys.
Before you leave, it is worth taking a moment to look at three things in the van: the fuel gauge, because the van should come back with the same amount of fuel; the fuel type, because the wrong fuel is not covered by the insurance; and the height shown in the cab, because a van is a good deal taller than a car and roof damage is not covered either.
If you cannot bring everything
We would much rather help you get this right in advance than turn you away on the day. If a driver cannot show their licence and check code, we are not able to release the van, and the booking is treated as a cancellation on the day.
If you are not sure whether what you have will be accepted, please call us before your hire date. Our phone numbers and opening hours are on the contact page, and you will find more detail about deposits, fuel and returning the van in our FAQ.