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Campervan Hire Essentials: The Handover Process

Whether you’re greeting your first or thirtieth customer, the prospect of sending your van off with a friendly stranger is bound to cause a mix of emotions. Carrying out a thorough and organised collection and return process is a sure way to put your nerves at ease so you can focus on simply giving your customers the best send off!

Here at Just Kampers Hire we want to make sure you are prepped and ready to get your camper on the road, so buckle up to hear all of our handover process tips.

@yogi_ank via Twenty20

How to prepare my campervan prior to collection

Make sure everything is in working order

This seems like an obvious point, but it is essential that you give your van a thorough check before handing it over to ensure that everything is working as it should be.

You’ll want to carry out a maintenance check of any gas cyclinders, your washer fluid and oil levels, as well as tyre pressure. If you have any pull out beds or tables, it’s worth testing these before your guests arrive, as well as any extra amenities you have agreed to include in your van such as chairs and awnings.

You might also want to take it for a test drive to check it’s operating as it should be!

Create an inventory check-list

Creating an inventory is beneficial for both you and the customer and is really easy to mock up! You can use it to record everything that you’ve mentioned in your listing along with any extras you’ve agreed with the customer such as crockery, bed linen, dog beds etc.

Photo by Glenn Carstens-Peters on Unsplash

Cleaning and hygiene measures

Your camper should always be clean on collection. You can read our blog for tips on how clean your camper to ensure safety during times of COVID-19.

Make sure the customer has everything they need in the van!

As well as checking that the customer has everything they need for their holiday, it’s important to make sure that they have the vehicle manual to hand to refer to during their trip.

If you have planned a warm welcome for your guests, don’t forget to arrange anything you need, for example a welcome gift or tea and coffee, beforehand. The smallest of gestures can leave a great impression on your guests, and it might lead to more positive reviews for your campervan!

How to carry out a smooth handover on the day

If you have done all of your preparation prior to the customer arriving, this should be a relatively easy process for both you and your customers. Here are a few things you should run through to make the collection process smooth and informative!

The paperwork

Firstly, you will want to check their ID to make sure the people who have turned up are your customer!

If you are using your own hire insurance policy, you must ensure that you have checked your policy and know what documents or information you need from the customer when they collect your camper to validate the policy. If you’re using our insurance, then our team will have carried out a licence check prior to them travelling.

Introduce your campervan

After you’re finished with the formalities, you’ll want to introduce your guests to the campervan. The customer may not be familiar with your type of vehicle, so it’s a good idea to show them how the features work, any quirks that they should be aware of, and how to use the gas appliances and electric hook up if relevant.

You may also want to take them for a short test drive so they can familiarise themselves with driving your campervan, especially for older vehicles that may be different to what they are used to driving. And always highlight what fuel your camper takes!

Use our handover app to report any damage

We will send you details of our handover app a week before your customer arrives, and you can use this to report any damage on the vehicle prior to collection to avoid any disputes on return!

  1. Before the customer arrives you should inspect your vehicle and take any pictures of existing stratches, dents or scuffs.
  2. When the customer arrives, you can then show them the details of your damage report and give them the chance to inspect the van with you.
  3. If you are both happy that the condition of the van has been assessed correctly, you will both sign off the report.
  4. On return, any differences in the condition of the van or disregard for your campervan’s rules can be raised to us by emailing [email protected] If you are both happy with the condition on return, simply sign it off and the customer’s deposit will be returned!

The handover app also holds details of the customer’s contact information and vice versa for them on the road, as well as an emergency number for out of hours assistance.

Should the internet let you down, please contact us to receive our pdf version of the app by emailing [email protected]

Wave them off with a smile!

With all the important stuff out of the way, you can now relax and wave your guests off with a smile! They will appreciate any road trip ideas or tips you’ve given them, and are sure to leave you a lovely review on return.