Booking a rental car for someone else is simple. You can do it in minutes if you plan a little. This guide shows a fast, clear way to get it done in 2025-2026.
Booking a rental car for someone else is simple. You can do it in minutes if you plan a little. This guide shows a fast, clear way to get it done in 2025-2026.
Before you start
Make sure you have:
- Full name of the driver.
- A clear photo of the driver's license.
- A phone number you can both use.
- Pickup and drop-off dates and times.
- The credit card you will use to pay.
- Any extra requests (child seat, GPS, roof rack).
- The driver's age and any loyalty number.
Note: rental rules differ by company and country. Check the policy before you book.
How to book — 8 quick steps
- Pick a rental company or app.
- Enter pickup location and dates.
- Choose car type and extras.
- Add the driver's name where the form asks for "driver" or "primary renter".
- If the site forces the payer's name, look for a field marked "driver" or "additional driver".
- If you can't add the driver, book under the driver's name. Have them pay or give you payment details.
- Pay and save the confirmation.
- Send the confirmation to the driver. Include any notes they need at pickup.
What to include in the reservation details
- Driver's full name (exactly as on license).
- License number and country (if asked).
- Pickup instructions (terminal, desk, or address).
- Any promos or loyalty numbers.
Quick message you can send the driver
"Hi. I booked a car for you. Reservation number: [XXX]. Pickup: [date, time]. Location: [address]. Bring your driver’s license and the card used to book. Call me if anything changes."
Authorization letter template
If the company asks for authorization, use this short note:
"I, [Your Name], authorize [Driver's Name] to pick up and use the rental car under reservation [Reservation Number]. I confirm payment by the card ending in [XXXX]. Signed: [Your Name] — [Date]."
Print or save it as a PDF. The driver can show it at pickup.
At pickup — what the driver should do
- Bring their original license. No photos at the desk unless the company accepts them.
- Bring the card used for payment if the office requires it.
- Show the reservation confirmation and the authorization letter, if any.
- Inspect the car. Note any scratches. Take photos with the phone.
- Ask about fuel rules and tolls.
- Ask where to call if there is a problem.
Returning the car: quick tips
- Fill the tank if the rental asks for a full-to-full policy.
- Take photos of the car after return.
- Keep the drop-off receipt or email.
- Check the final bill for extras you did not use.
- If a hold on the card remains, ask when it will clear.
When to call customer support
Call support if:
- The booking shows the wrong driver name.
- The desk refuses to hand over the keys.
- Fees appear that you did not expect.
- The car has damage that was not noted.
Keep calm and ask for a manager if needed. Write down names and times of calls.
Tips to avoid problems
- Check the rental policy for "book for someone else." Policies vary.
- Most companies require the driver to show their license at pickup.
- Some insist the cardholder is present. If so, use a card at pickup or prepay online.
- Take a clear photo of the driver's license and send it.
- Add the driver as an additional driver where possible.
- Keep the confirmation email and the booking number handy.
- Call the rental desk after you book to confirm they have the right driver name.
Common fees to expect
- Additional driver fee.
- Underage driver fee (usually under 25).
- Cross-border or one-way drop fee.
- Insurance or damage waiver.
- Fuel charges or refueling fees.
Final checklist before pickup
- Reservation number saved.
- Driver has license and ID.
- Driver knows which card to show.
- Contact numbers exchanged.
- Any extras confirmed.
Learn More: Why Choose A Chauffeur With Meet & Greet for Airport Transfers
FAQ
Can I put the car in my name and my friend pick it up?
You can try. But many companies ask the cardholder to be present. Check the rental terms. If they require the cardholder at pickup, book under the driver's name or arrange to meet at the desk.
Does the driver need the credit card used to book?
Often yes. Some companies accept prepayment or a written authorization. It depends on the office. Call the rental desk to confirm.
What if the driver is under 25?
Expect an underage fee. Some car classes are blocked for young drivers. Check age rules before booking.
