Nothing ruins a holiday faster than discovering a fault 300 km from the depot — or getting charged for damage you didn't cause. This checklist eliminates both scenarios.
Before You Even Book
The checklist starts at the research stage, not pickup day. Fleet operators and P2P platforms have very different policies on drivers, mileage, and deposits — mismatches here waste everyone's time.
Licence eligibility: Confirm your licence class is accepted. Class C motorhomes (under 7.5t GVW) only need a standard car licence in most countries, but check the operator's minimum age (usually 25) and minimum years held (typically 2–3 years).
Route clearance: Check bridge and tunnel heights on your planned route. Class A motorhomes can exceed 3.7m (12 ft) — US interstates are fine, but some state roads and ferry ramps are not.
Site size compatibility: Verify your chosen campgrounds can accommodate your vehicle length. Class A coaches (30–45 ft) don't fit many National Park loops designed for Class C and B vehicles.
Second driver policy: Add any secondary drivers at booking — not at pickup. Some operators charge a per-day second-driver fee; others include it free.
Cancellation policy: Check refund windows. Most fleet operators offer free cancellation up to 30–60 days out. P2P policies vary by owner.
At Least 7 Days Before Departure
Print or save offline copies of your booking confirmation, insurance certificate, and roadside assistance number.
Research dump station locations along your route using apps like Freecampsites.net or RV Parky.
Plan your fuel stops: Class A coaches get 6–10 mpg (24–40 L/100km), so factor refuelling into your itinerary.
Check your phone plan roaming rates — navigation and campground booking apps eat data.
Pack levelling blocks, wheel chocks, a sewer hose, a water pressure regulator, and 30A to 50A adapters if you'll be hooking up to shore power.
Notify your bank of travel plans to prevent card blocks at out-of-state petrol stations.
The Day Before Pickup
Confirm pickup time and depot address — GPS coordinates, not just the street address, for rural depots.
Download the operator's app if they have one (many now offer digital check-in to skip queues).
Charge your phone fully and pack a car charger or power bank.
Prepare your security deposit credit card — check the hold amount in your booking confirmation.
The Pickup Inspection (The Critical Phase)
The pickup inspection is the most important part of any RV rental. Skipping it costs real money. Allow at least 45 minutes.
Exterior Checklist (20 points)
All four tyres: tread depth, inflation, sidewall condition
Spare tyre, jack, and wheel brace present and accessible
Windscreen: no chips or cracks in the driver's sightline
Mirrors: both intact, adjustable, no cracks
Entry steps: extend and retract cleanly
Slide-outs: operate smoothly, seals intact
Awning: deploy fully, retract without binding
Roof condition: no obvious cracks, seals intact around roof vents
Chassis underside: no obvious fluid leaks
Hitch ball mount (if applicable): correct size, safety chains present
Stabiliser jacks: retracted fully before driving
Fresh water fill port: cap present
Grey/black water drain ports: caps present and sealed
Shore power inlet: cover present, no damage
LP gas compartment: correct number of tanks, regulator in good condition
Entrance door lock: operates smoothly
Storage bay locks: all present and functioning
Generator exhaust (if fitted): not obstructed
Complete photographic record of all above — sent to yourself by email
Interior Checklist (17 points)
Fridge: cools on 12V, 240V, and gas modes; door seals intact
Hob burners: all light promptly
Oven: lights and thermostat responds
Microwave: heats food
Kitchen taps: both hot and cold at full pressure
Shower: hot water within 60 seconds, drain clears
Toilet: flushes correctly, blade seal intact
Air conditioning: heats and cools
Furnace/heater: fires up, all vents clear
All interior lights: including reading lights over beds
TV and entertainment: antenna, DVD, or streaming connectivity as advertised
Smoke alarm: test button works
CO detector: test button works
LP gas alarm: test button works
Fire extinguisher: within service date, pin intact
First aid kit: present and reasonably stocked
Emergency triangles or flares: present (legally required in many countries)
Walk-through with the Agent (10 points)
Engine oil level and where to top it up
Coolant, brake fluid, and windscreen wash locations
Shore power connection procedure
Fresh water fill and grey/black water dump procedure
Generator start procedure and fuel level
LP gas isolation valve location
Emergency brake override location
Any known quirks specific to this vehicle model
Nearest service centre contacts
Roadside assistance number confirmed and saved in your phone
During Your Trip
Daily: Check tyre pressures each morning (cold), note any changes in engine or driving feel.
Before moving: Retract slides, secure loose items, check the hitch if towing, retract the TV antenna if roof-mounted.
At every fuel stop: Check engine oil and coolant at every second fill-up — most RV engines are fine, but catching a slow leak early saves thousands.
Weekly: Check LP gas level, empty grey/black tanks before they reach 75% capacity, and inspect tyre sidewalls for cracking.
At Return
Empty and rinse both grey and black tanks at an approved dump station — many depots charge $50–150 if returned full.
Refuel to the level documented at pickup (usually full).
Clean the interior to "broom clean" standard as specified in your contract — excessive mess attracts a cleaning fee.
Photograph the exterior again before handing back keys — your pickup photos are your proof of pre-existing damage.
Request a signed return receipt confirming no new damage — most operators issue this on the spot or by email within 24 hours.
Pro tip — download a PDF copy of this checklist
Print it or save it to your phone before pickup day. Use it even if the depot has their own condition report — your independent record is what protects you from disputed charges.
Frequently asked questions
What should I check first when picking up a rental RV?
Walk every inch of the exterior with the rental agent and photograph any existing damage before signing. Check tyres (including spare), all lights, slide-out operation, awning, and the hitch if you're towing. Inside, verify the fridge cools, all burners light, hot water works, and every safety device (smoke, CO, LP alarm) is functional.
How long before my trip should I complete pre-booking checks?
Start 4–6 weeks out: confirm your route has campsites big enough for your RV class, that any tunnel or bridge on your route can accommodate your height, and that your driving licence is valid for the vehicle class. Fleet rentals typically allow you to nominate a second driver — do this at booking, not pickup.
What documents do I need to pick up a rental RV?
You'll need a valid driving licence (held for 2+ years for most fleet companies), a credit card for the security deposit (debit cards are sometimes not accepted), and any secondary-driver licences. International visitors to the US usually need an IDP alongside their home-country licence.
Is it worth buying the rental company's insurance add-on?
For fleet rentals, Supplemental Liability Insurance (SLI) is usually worth it — it extends liability coverage to the legally required minimum. CDW/SCDW reduces or eliminates your damage excess and is worth considering for first-timers. However check your credit card travel insurance first, as it sometimes covers rental vehicle damage.
What happens if the RV breaks down during my rental?
All major fleet partners (including Motorhome Republic operators) provide 24/7 roadside assistance as standard. Save the helpline number before departure. For P2P rentals on RVshare, roadside assistance is usually included in their protection plans — confirm before pickup.
Should I do a test drive before leaving the depot?
Absolutely. Drive around the depot car park at minimum. Practice reversing, feel the braking distance with the extra weight, and operate the mirrors. Most depots allow 10–15 minutes — use every second of it, especially if this is your first RV.
