What should I do when the Guest picks up the RV? How do I check them in and out?

What should I do when the Guest picks up the RV? How do I check them in and out?

General Preparation

You should be on time for the agreed pick-up and familiarize the renters with the operation of the RV. If the RV is a large motor home, this is the time to double-check that the renters can drive it safely. If the RV is a towed trailer, you should make sure the towed RV is properly secured and the vehicle is capable of towing the RV (and don’t forget to ask all these questions before accepting the rental). This is your chance to double check and confirm in person that every thing is going to go smoothly, for the benefit of both parties.

The renters should then be taken on a tour of the RV, both on the outside and the inside. All preexisting damage should be documented (taking photos with a camera phone is a good idea). just like you would do when renting a car. For a detailed preparation check list you can follow, see our RV Rental Preparation Checklist. You don't have to go through the whole checklist with your renter, but it's a suggested list to make sure you don't forget anything in your preparation.

Online Check-In Process

We've tried to make it as easy as possible with a paper-less check in process. You'll have to go through the online check in process and complete the mandatory fields. Completing the Check-In automatically issues the insurance for the rental and creates the certificate of rental and certificate of coverage. This is a required step in the transaction.

In the Check-In, you'll need to go through the following with the Guest and check the check boxes on the online Check-In Form:
  • Host Has Confirmed Drivers License(s) of Guest and Additional Drivers
  • Exterior Inspection
  • Interior Inspection
  • Use of Exterior and Leveling Systems
  • Use and Refill of all Tanks and Water Systems
  • Use of Kitchen and Interior Systems
  • Trailer connected with double safety chains, lights and towing mirrors (check if n/a)
  • Guest Familiarized with Driving RV
  • Backing up, parking and filling the RV with gas with a Spotter Test (Guest understands that backing up, parking and filling the RV with gas without spotter is deemed 'reckless use' and their reimbursement deposit for such use is US$20,000)
There are also fields to upload any photos of preexisting damages and make notes. Both the Guest and Host can and are encouraged to note any pre-existing damage so there is no misunderstanding at Check-Out about whether the Guest is responsible for any damages during the trip.

Finally, there are fields for the odometer reading and generator hours reading (if applicable).

Upon successful Check-In, the Checked-In Form (i.e. your Reservation page) will also be your Certificate of Coverage and Rental Certificate.

You can see a sample Certificate of Insurance here.

Under the Certificate of Rental Insurance will be the Certificate of Rental which will specify the make, model, owner and driver (and any additional drivers) during the rental period.

We encourage you to print of copy of the completed Check-In Form with the Certificates of Insurance and Rental for the Guest so they can keep it in the glove box. The Guest and the Host will also receive an email copy that you can keep on your phone.

Online Check-Out Process

When you Guest returns the RV, you should go through the online Check-Out process. The steps are similar to the Check-In process:

  • There are fields to upload new photos and notes if there was any damage.
  • Take the odometer and generator hours reading. The platform will automatically calculate any overage fees from the included miles and hours in the reservation.
  • A field to add any additional charges that the Guest may have incurred (refill charges or breakage for instance).
The platform will then calculate a final check-out amount and charge it against the security deposit, releasing the balance, if any, to the Guest. If the Check-Out charge is more than the security deposit being held, RVnGO will use it's commercially reasonable best efforts to recover the amounts from the Guest.