Motorhome and Campervan Hire Cost Calculator

Who this is for

Hire quotes, compared on the same footing. Each firm's daily rate, mileage allowance, extras and excess cover go on one line, and the sheet works each quote out for your dates and the miles you expect to drive. The cheapest headline rate is not always the cheapest trip, and this shows which one is.

Anyone hiring a motorhome or campervan for a holiday, from a first trip to trying a layout before buying, who has more than one quote to choose between.

What this helps you track

• Every quote on one page, worked out for the same dates and miles
• What mileage beyond the allowance would add to each quote
• The extras and excess cover each firm charges on top
• The refundable deposit each firm holds
• The total and the cost per day, cheapest to dearest

How to use it

1. Write the collection date, the return date and the miles you expect to drive at the top.
2. Add a line for each quote with the firm's daily rate, mileage allowance and price per extra mile.
3. Add up the extras you would take, such as bedding, kitchen kit, awning or bike rack, and enter them with any excess reduction cover.
4. The days, total and cost per day are worked out in the browser and the workbook; on paper, multiply the daily rate by the days, add any miles over the allowance at the extra mile price, then add the extras and cover.
5. Work through the checklist with each firm before you choose, and note anything that changes the comparison.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

How are the days counted?

As the number of days from the collection date to the return date. Some firms charge by calendar day or by 24-hour period, so check how each quote counts and adjust the dates if a firm counts differently.

What if a quote includes unlimited mileage?

Enter your expected miles, or more, as the allowance and leave the extra mile price blank. The excess mileage part of the total then comes to nothing for that firm.

Why is the deposit not in the total?

Because it is normally returned if the van comes back as agreed. It sits in its own column so you can see how much money each firm will hold during the hire.

Does the sheet include fuel or site fees?

No, those are the same whichever firm you choose, so they do not change the comparison. Cost them for the trip with the caravan and motorhome trip budget.