Courtesy car checklist: what to record before leaving the garage

Find out whose agreement you are signing

Check whether you are borrowing the garage's own car or signing a separate hire agreement arranged by an insurer or another business. Ask who supplies it and who to contact if there is a problem. Keep that agreement separate from the paperwork about repairs to your own car.

The AA notes that courtesy-car availability, duration and other conditions vary between policies. Confirm the expected return date and what happens if your repair is delayed. Do not assume that calling the vehicle a courtesy car means every charge, driver or use is included.

Confirm the drivers, cover and practical limits

Ask who is allowed to drive, what insurance applies and whether there is an excess or deposit. The Motor Ombudsman's guidance explains that cover may come from the provider or your own insurance. If you are unsure, ask the supplier to confirm before driving and save its answer with the agreement.

Check mileage limits, fuel or charging requirements and any restrictions relevant to your plans. Ask how an extension is authorised and where the car must be returned. These questions are particularly useful when you expected a one-day service but the garage is waiting for a part.

Walk around the car before leaving the forecourt

Photograph the registration and the whole car, then work around the corners, doors, mirrors, glass and wheels. Take closer views of existing marks with enough of the surrounding panel visible to show where they are. Ask for anything missing from the handover sheet to be added.

Open the doors and boot to check the interior and any supplied accessories. Photograph stains, tears or damaged trim before your bags cover them. If you notice something a photo cannot show, such as a smell of smoke, tell the garage and ask it to record your concern in writing.

PickupLens keeps your original photos and brings the observations you choose into a report. You can refer to the report alongside the garage's handover sheet and open the originals whenever you need a closer look.

• Vehicle registration and a copy of the handover agreement.
• Exterior condition, including each wheel and bumper corner.
• Seats, visible interior trim and boot condition.
• Mileage, fuel or battery level and visible warning messages.
• Keys and any accessories listed as supplied.

Report a problem if it develops during the loan

If a warning light comes on or the car develops a problem, contact the provider promptly and follow its instructions. Describe what you noticed and when, and keep the messages. Leave the collection photos as they are, with any later photos clearly identified by when you took them.

If the garage gives you another car, check the replacement before driving it away. Keep a separate record for each registration so it is clear which car each photo shows.

Record the return before collecting your own keys

Remove your belongings and take the return photos while you still have access to the car. Include the dashboard, interior and the areas you documented at collection. Ask for a return confirmation showing the vehicle and handover date, and retain any later invoice separately.

The optional return scan in PickupLens keeps these photos separate from the ones taken at collection. Check that the originals finish backing up and keep the report with the garage's paperwork. If the garage later asks about a mark, you can find the relevant photos without having to reconstruct the handover from memory.