Vehicle Handover Process

Pre-Handover Preparation

A professional handover sets the tone for the entire rental experience. Preparing properly protects your vehicle and creates a positive impression with the renter.

Vehicle Preparation

• Clean the vehicle: Wash exterior, vacuum interior, clean windows and mirrors
• Check fuel level: Fill the tank to at least 3/4 or full (note the exact level)
• Record mileage: Note the odometer reading
• Test all systems: AC, lights, turn signals, radio, power windows, locks
• Check tire pressure: Ensure all tires (including spare) are properly inflated
• Remove personal items: Clear out any personal belongings from the vehicle

Documents to Have Ready

• Affiliation contract: Download and print from the booking detail page (2 copies)
• Vehicle registration: Original tarjeta de circulacion should be in the vehicle
• Insurance card: Copy of current insurance policy in the glove box
• Your DUI: For identity confirmation with the renter
• Emergency contacts list: Your number, Sicarro support, roadside assistance

Meeting the Renter

Choose a safe, convenient meeting location for the handover:

• Public locations preferred: Shopping center parking lots, gas stations, or hotel lobbies
• Well-lit areas: Especially important for evening handovers
• Daytime handovers: Schedule between 7 AM and 6 PM when possible
• Arrive on time: Being punctual shows professionalism
• Identify the renter: Verify their identity by checking their DUI or passport (for foreigners) against their Sicarro profile
• Verify driver's license: Confirm it is valid and matches the booking

Vehicle Walk-Around Inspection

The walk-around is the most important part of the handover. Do this together with the renter:

Exterior Inspection

1. Walk around the entire vehicle with the renter
2. Point out any existing scratches, dents, or marks
3. Take photos of all four sides, front, back, and roof
4. Photograph any existing damage close-up
5. Check and photograph tire condition
6. Verify lights and turn signals work

Interior Inspection

1. Check and photograph dashboard, seats, and upholstery
2. Note any existing stains, tears, or wear
3. Photograph the odometer reading
4. Photograph the fuel gauge level
5. Test AC and demonstrate controls
6. Check the trunk and spare tire

Using the Sicarro Contract

The Sicarro affiliation contract is a professional, bilingual (Spanish/English) agreement that protects both parties:

• Download and print 2 copies from the booking detail page before the handover
• The contract includes: renter and supplier details, vehicle information, rental dates, pricing, deposit amount, fuel level, mileage, and condition notes
• Review the contract together with the renter, especially:
  • Rental period and return date/time
  • Daily rate and total cost
  • Deposit amount and conditions for withholding
  • Fuel return policy (return at same level)
  • Mileage limits (if applicable)
  • Prohibited uses (no off-road unless agreed, no leaving the country, etc.)
• Both parties sign both copies
• Each party keeps one signed copy

Key Items to Cover

During the handover, make sure you clearly communicate these details:

Fuel Level

Record the exact fuel level and agree on the return policy. Standard practice: renter returns the vehicle with the same fuel level. Both parties should note the fuel level on the contract.

Mileage

Record the odometer reading on the contract. If you have mileage limits (e.g., 200 km/day), explain the overage charges clearly.

Existing Damage

Point out every scratch, dent, or mark. Document on the contract and take photos. The renter should acknowledge all existing damage. This prevents disputes at return.

Return Time

Confirm the exact return date, time, and location. Explain your late return policy (typically charged per hour or as an extra day after a grace period).

Showing Vehicle Features

Take a few minutes to walk the renter through the vehicle:

• How to start/stop the engine (especially if push-button start)
• AC controls and settings
• Radio, Bluetooth, and phone connection
• GPS navigation system (if equipped)
• Backup camera operation
• How to open the gas cap
• Trunk/cargo area operation
• Child lock controls (if relevant)
• Any quirks or things to be aware of

Key and Document Exchange

• Hand over all keys (main key and spare, if you provide one)
• Ensure the renter has: tarjeta de circulacion (copy), insurance card (copy), signed contract, emergency contacts
• Confirm the renter's phone number and preferred contact method (WhatsApp recommended)
• Share your phone number for emergencies during the rental

Airport Handovers

Airport pickups at Monsenor Oscar Arnulfo Romero International Airport (SAL) require special planning:

• Timing: Arrive 15-20 minutes before the renter's estimated arrival time
• Parking: Use the short-term parking lot for the handover
• Flight tracking: Ask for the renter's flight number and monitor for delays
• Meeting point: Agree on a specific meeting point (e.g., arrivals exit, specific parking level)
• Communication: Have your phone charged and WhatsApp open for real-time coordination
• Customs delays: International travelers may take 30-60 minutes after landing to clear customs
• Return at airport: Agree on a drop-off location and who pays for parking

Return Handover

The return handover is just as important as the pickup:

1. Meet the renter at the agreed location and time
2. Perform a complete walk-around inspection together
3. Compare the vehicle condition to the pickup photos
4. Check fuel level and compare to the pickup level noted on the contract
5. Check mileage and verify it is within limits
6. Inspect the interior for stains, damage, or missing items
7. If everything is in order, confirm the return in the Sicarro app
8. If damage is found, document it immediately (photos, video, written notes)
9. Collect all keys
10. Both parties sign the return section of the contract

Deposit Resolution

• No issues: Deposit is fully refunded to the renter after you confirm the return
• Minor damage: File a claim through Sicarro to deduct repair costs from the deposit
• Major damage: File an insurance claim and a Sicarro dispute for resolution
• Fuel shortage: Calculate the cost to refuel and deduct from the deposit

Handover Checklist

Pickup Checklist

• ☐ Vehicle cleaned (exterior and interior)
• ☐ Fuel level noted and photographed
• ☐ Mileage noted and photographed
• ☐ All existing damage documented with photos
• ☐ Walk-around completed with renter
• ☐ Vehicle features demonstrated
• ☐ Contract reviewed and signed by both parties
• ☐ Keys handed over
• ☐ Documents in vehicle (registration, insurance, emergency contacts)
• ☐ Contact information exchanged
• ☐ Photos uploaded to Sicarro platform

Return Checklist

• ☐ Walk-around inspection with renter
• ☐ Condition compared to pickup photos
• ☐ Fuel level checked and compared
• ☐ Mileage checked and within limits
• ☐ Interior inspected
• ☐ New damage documented (if any)
• ☐ All keys collected
• ☐ Return confirmed in Sicarro app
• ☐ Return section of contract signed
• ☐ Renter thanked and review requested