Car Hire Quote Comparison Sheet

Who this is for

Car hire quotes on the price you will actually pay. Each quote gets its base price, excess cover, extra driver, child seats and one-way fee added into one total and a cost per day, with the fuel policy and deposit held written beside it.

Travellers booking a rental car at home or abroad who are comparing a headline price from one site against an all-in price from another.

What this helps you track

• Every quote's total once the extras are added
• What each one costs per day of the hire
• The fuel policy and the deposit each company will hold on your card
• The gap between the cheapest and dearest quote
• The terms to check before you pay

How to use it

1. Write the pick-up location, the dates, the number of days and how many people will drive.
2. Enter each quote with the company and vehicle class, then the base price and every extra it will charge: excess cover, additional driver, child seats and any one-way fee.
3. On the terms table, record the fuel policy, the deposit held, the mileage terms and the cancellation terms for the same quotes.
4. The totals and cost per day are worked out in the browser and the workbook; on paper, add across and divide by the days.
5. Read the summary for the cheapest total and the spread between quotes, then check the terms of the one you choose before booking.

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

Why add excess cover to the total?

Because a low base price with no cover can end up costing more than a higher price that includes it. Enter whatever cover you intend to buy with each quote, from the rental company or elsewhere, so the totals compare like with like.

Is the deposit part of the cost?

No. The deposit held is blocked on your card and released after the car is returned, so it sits on the terms table rather than in the total. It still matters if your card limit is tight.

What are the fuel policy options?

The common arrangements are listed in the drop-down, such as full to full or same to same. Read each company's own wording, as the charges for returning the car with less fuel differ.

How is the cost per day worked out?

The quote's total divided by the number of hire days in the header. Use the days the rental company charges for, which may differ from the calendar days if pick-up and return times do not match.