Our Rental Policy

Sprinter Van Rental Chicago – Complete Rental Policy

Welcome to Sprinter Van Rental Chicago! We’re delighted to help you with your transportation needs. This comprehensive guide outlines everything you need to know about renting with us, from initial requirements to return procedures. We’ve designed our policies to be straightforward and fair, focusing on making your rental experience as smooth as possible.

Driver Requirements and Documentation

At Sprinter Van Rental Chicago, we maintain strict standards for driver eligibility to keep everyone safe on the road. Our standard minimum age requirement is 25 years of age. However, we understand that exceptional drivers come in all ages, which is why we’ve created specific provisions for drivers between 21 and 24 years old. If you hold a Commercial Driver’s License (CDL), are renting for business purposes with employer authorization, or receive special management approval, you may be eligible to rent despite being under 25 years.

Every driver must present a valid driver’s license at pickup. For our international customers, we’ve made the process straightforward. We accept international driver’s licenses, and if you have a foreign license, we’ll need it translated to English and accompanied by your passport. This policy helps us maintain compliance with local regulations while accommodating our international guests.

Insurance Coverage and Protection

Insurance coverage is a crucial aspect of our rental agreement that protects both you and our vehicles. All US and Canadian customers must provide proof of insurance from established carriers. Your insurance coverage must explicitly extend to rental vehicles and remain active throughout your rental period.

We’ve found it necessary to maintain a list of insurance carriers we cannot accept due to coverage limitations. These include:

  • United Auto Insurance
  • Axcess Insurance
  • Magnum Insurance
  • Insurance on the Spot
  • Lighthouse Insurance
  • SafeAuto
  • Lincoln Insurance
  • Loya Insurance
  • SR-22. 

Additionally, we cannot accept insurance from any carrier whose liability coverage doesn’t extend to rental vehicles. This policy exists to protect all parties involved and maintain our high safety standards.

Our insurance options include several layers of protection. The Collision Damage Waiver (CDW) comes with a $2,500 deductible per claim and covers damage up to the full vehicle replacement value. However, it’s important to understand what the CDW doesn’t cover. 

  • Interior damage
  • Window damage
  • Roof damage
  • Undercarriage issues
  • Damage from height or width clearance accidents are not included. 

Additionally, the CDW won’t cover damage resulting from negligent behavior, such as using the wrong fuel or allowing unauthorized drivers, off-road driving, speeding-related incidents, or DUI-related damage.

We also offer Supplemental Liability Insurance (SLI) that extends beyond your primary coverage, providing up to $300,000 in additional protection. For comprehensive personal protection, our Personal Accident/Personal Effects Coverage (PAI/PEC) includes accidental death benefits, medical expense coverage, and ambulance fee reimbursement, while also protecting your personal belongings.

Payment and Financial Policies

We’ve designed our payment system to be flexible while maintaining security. We accept various payment methods to accommodate different preferences, including credit cards, debit cards, Chase Quick Pay, ZellePay, Cash App, wire transfers, and corporate or church checks. Each payment method has specific requirements to maintain smooth operations.

For security deposits, we require a hold of $400 for credit cards and $500 or more for debit cards. We’ve found that prepaid cards don’t provide adequate security, so we cannot accept them. Organizations renting with us must complete their payments before the rental period begins.

Additional charges may apply during your rental period. These might include extra mileage fees, toll violations, additional rental days, parking tickets, fuel charges, and administrative fees. We deduct these charges from your security deposit to streamline the process.

The timing of payments is crucial for smooth operations. Full payment is required at pickup, and the credit card holder’s identity must match the presented ID. For wire transfers and checks, we require payment five days in advance to allow for processing. Corporate rentals also need to complete their payments before the rental period begins.

Cancellation Guidelines

Our cancellation policy balances flexibility with business sustainability. All cancellations must be submitted via email to maintain clear communication records. We require a $200 deposit to secure your booking, which protects both parties’ interests.

  • Within the first 24 hours of booking, you can cancel with minimal penalty – just a 5% processing fee of $10.
  • After this initial period, but before the final 48 hours before pickup, your $200 deposit becomes the cancellation fee.
  • For cancellations within the last 48 hours before pickup, we must charge the full rental amount due to the difficulty of rebooking on such short notice.
  • The same full charge applies to no-shows, as these prevent us from renting the vehicle to other customers.

Vehicle Pickup and Return Procedures

Our local pickup and drop-off services operate Monday through Friday from 8:00 AM to 5:30 PM, with weekend pickups available by appointment. Understanding that travel plans don’t always align with business hours, we offer 24/7 key drop facilities at all locations. We provide a one-hour grace period for returns, after which an additional day rate applies, though this includes 250 free miles.

Our airport service deserves special mention, as we’re conveniently located just 15 minutes from both O’Hare International Airport and Midway International Airport. We’ve streamlined the airport pickup process by delivering vans directly to your terminal, eliminating the need to visit our rental location. To facilitate this service, we handle paperwork remotely one day before your arrival. You’ll need to email us copies of all drivers’ licenses (front and back) and insurance cards. The rental agreement can be signed upon arrival or beforehand, whatever works best for you.

Vehicle Care and Maintenance Standards

The longevity and reliability of our vehicles depend on proper maintenance and care. For rentals extending beyond one week, we require safety inspections every 10,000 miles. Our maintenance schedules are carefully crafted based on manufacturer recommendations, with Sprinter vans requiring oil changes at 20,000 miles and Ford vans at 7,000 miles. We strive to complete all routine maintenance before your rental begins, minimizing any inconvenience during your trip.

Should you need repairs during your rental period, we’ve established clear procedures to protect both you and our vehicles. Any repair exceeding $99 requires our prior approval. This isn’t meant to create obstacles, but rather to protect you from potentially unreliable repair services. We offer two convenient payment options for approved repairs: 

  • You can pay and receive reimbursement upon presenting the receipt, or, 
  • We can arrange direct payment to the dealership.

For Mercedes Sprinter van renters, you may need to handle DEF (Diesel Exhaust Fluid) during your rental. We ensure all vans leave our facility with full DEF tanks, but longer trips might require a refill. When the warning light appears, you can easily purchase DEF at most auto parts stores, Walmart, or gas stations. Don’t worry about the process – we provide detailed instructions and support if needed.

Entertainment Systems and Amenities

We’ve equipped our vans with comprehensive entertainment systems to enhance your travel experience. Each vehicle features OEM Radios, and our Sprinter vans come with additional amenities including a smart TV, Xbox One, power outlets, and a DVD player. We provide these entertainment packages at no extra charge because we believe they add significant value to your journey.

However, it’s important to understand that these entertainment systems require special care. The TVs and Xbox consoles are home entertainment systems adapted for vehicle use, which presents unique challenges. While we thoroughly test all systems before each rental, occasional issues may arise. In such cases, we make every effort to provide you with a different van in the same category. In rare situations where this isn’t possible, you might receive a van without an entertainment system. Please note that we don’t offer credits or refunds for non-functioning entertainment systems.

The power systems in our vans are designed specifically for personal electronic devices like phones, cameras, and tablets. To prevent electrical issues, we recommend limiting the number of devices connected simultaneously. High-powered appliances such as hair dryers or microwaves can overwhelm the system and potentially blow fuses. Any damage resulting from excessive power usage becomes the renter’s responsibility, including the cost of replacing blown fuses.

For gaming enthusiasts, our controllers use AA batteries, while TV remotes require AAA batteries. In our commitment to environmental sustainability and cost efficiency, we encourage customers to bring their own batteries rather than providing new ones with each rental. This approach helps us maintain reasonable rental rates while reducing battery waste.

Comprehensive Roadside Assistance

Your safety and convenience are our top priorities, which is why we’ve established robust roadside assistance protocols.

  • For Mercedes vehicles, you have direct access to Mercedes Roadside Assistance at +1 (800) 367-6372. 
  • Ford vehicle renters can contact Ford Roadside Assistance at +1 (800) 241-3673. 
  • Our office also maintains a dedicated support line at +1 (872) 273-5181 for any additional assistance you might need.

Our flat tire policy prioritizes your safety. While each van comes equipped with a spare tire, we don’t permit customers to change tires themselves due to safety and liability concerns. Instead, we’ve established relationships with professional towing services who can quickly respond to tire issues. When you experience a flat, simply contact our towing service, and a qualified professional will handle the tire change. This policy helps prevent injuries and ensures proper tire installation.

In the event of a breakdown, we’ve created a comprehensive support system. Our 24/7 assistance ensures you’re never stranded. If repairs require overnight work, we provide hotel vouchers for up to two nights, understanding that travel disruptions can be stressful and costly. Should repairs extend beyond two business days, we pause your rental charges and work with you to find alternative transportation solutions.

Vehicle Usage Guidelines and Restrictions

To maintain our vehicles’ quality and your safety, we’ve established clear usage guidelines. Smoking and vaping are strictly prohibited in all vehicles, with violations incurring a minimum cleaning fee of $500. This policy protects future renters from residual odors and potential health issues. Similarly, while we welcome pets in our vans, we require the vehicle to be returned free of pet hair and related residue. Our $450 pet cleaning fee applies if we find evidence of pets that requires professional cleaning.

Our vans come with specific dimensional considerations that renters must keep in mind. Sprinter vans measure 10.7 feet in height and 23 feet in length, while Ford Transit vans stand 10 feet tall and extend 20 feet in length. These dimensions require careful attention when navigating drive-throughs, parking garages, and areas with low bridges. We strongly recommend planning routes that avoid low-clearance areas to prevent accidents and damage.

Prohibited Use of the Vehicle

Understanding what constitutes prohibited use of our vehicles is crucial for maintaining safety, legal compliance, and vehicle longevity. These restrictions aren’t merely guidelines – they form a fundamental part of our rental agreement. Violating these terms automatically terminates your rental contract and, where permitted by law, voids all liability protection and optional services you may have purchased.

Operating our vehicles under certain conditions or for specific purposes is strictly forbidden. Using the vehicle for transport of hazardous materials, including flammable substances, chemicals, or illegal items, is absolutely prohibited. This restriction protects both the vehicle’s interior and the safety of future renters. Similarly, transporting more passengers than the vehicle’s designated seating capacity or exceeding the manufacturer’s weight limitations puts unnecessary stress on the vehicle and creates dangerous conditions.

Street racing, speed testing, or using the vehicle in any motorsport events is explicitly forbidden. These activities not only violate traffic laws but also subject the vehicle to extreme stress that it wasn’t designed to handle. Even informal racing or speed contests fall under this prohibition. The same applies to driver training or driving instruction – our vehicles are not certified or insured for these purposes.

Taking our vehicles off-road deserves special mention. While our Sprinter vans and Ford Transits are capable vehicles, they’re designed and maintained for use on paved or well-maintained roads. Off-road use, including unpaved roads, beaches, forest trails, or any terrain not intended for commercial vehicles, is strictly prohibited. This restriction prevents unnecessary wear and potential damage to the vehicle’s undercarriage, suspension, and drivetrain systems.

Using the vehicle while under the influence of alcohol, drugs, or any substance that might impair driving ability is absolutely forbidden and will result in immediate rental termination. This zero-tolerance policy extends to any driver authorized on the rental agreement. We also prohibit using the vehicle in any illegal activities or in ways that could reasonably be interpreted as participating in illegal actions.

Commercial use of our vehicles requires explicit prior authorization. Using the van for unauthorized commercial purposes, such as delivery services, moving services, or ride-sharing platforms, is prohibited. If you need the vehicle for business purposes, please discuss this with our team beforehand so we can ensure proper insurance coverage and vehicle suitability.

Vehicle modifications, even temporary ones, are strictly prohibited. This includes removing seats, altering the entertainment system, changing tire sizes, or adding external accessories without our explicit permission. Such modifications can affect the vehicle’s safety systems and void manufacturer warranties. Even seemingly minor changes, like applying temporary decals or advertising materials, require prior approval.

Leaving the vehicle unlocked or unattended with the keys inside represents prohibited use. This negligence not only risks theft, but also violates our insurance requirements. Always secure the vehicle when parked, even for brief stops. Similarly, parking in unsafe areas or locations with high theft risk is prohibited.

Cross-border travel into Mexico is strictly prohibited due to insurance and legal restrictions. While our vehicles can travel throughout the US and Canada with proper notification, taking them into Mexico voids all insurance coverage and violates our rental agreement. This restriction exists due to different legal requirements and insurance limitations in Mexico.

Using the vehicle to push or tow another vehicle, except properly attached trailers with prior authorization, is prohibited. This includes using our vehicles for jump-starting other vehicles or as a power source for external equipment beyond standard power outlets provided.

Violations of these prohibited uses carry serious consequences. Beyond immediate rental termination, you may become liable for:

  • All damage to the vehicle, regardless of fault or insurance coverage
  • Loss of use charges while the vehicle undergoes repairs
  • Administrative fees related to damage assessment and processing
  • Legal fees and costs associated with enforcing our rental agreement
  • Third-party claims resulting from prohibited vehicle use

Understanding and adhering to these restrictions protects both you and our vehicles while ensuring a safe, reliable rental experience for all our customers. If you’re unsure whether a particular use falls under these prohibitions, please contact our office for clarification before proceeding. We’re always happy to discuss your needs and find appropriate solutions within our safety and legal guidelines.

Mileage Policies and Travel Permissions

We’ve structured our mileage policy to provide generous travel flexibility while maintaining our vehicles’ longevity. Each rental day includes 250 free miles, giving you ample distance for most travel needs. For example, a 10-day rental provides you with 2,500 free miles – enough for extensive road trips or business travel. When you exceed this allowance, additional miles are billed at $0.35 per mile. We calculate this rate to cover vehicle wear and maintenance costs, while keeping extended travel affordable.

Our vehicles are approved for travel throughout the United States and Canada, offering you the freedom to explore or conduct business across North America. However, traveling across state lines or into Canada requires attention to local regulations. Different regions have varying requirements for commercial vehicles and rentals, so we recommend researching your route’s specific requirements before departure.

For customers needing one-way rentals, we offer flexible drop-off options at locations throughout the USA and Canada. This service requires advance arrangement to coordinate logistics and staffing. Our one-way fees encompass all associated costs, including driver compensation, per diem expenses, fuel, return transportation, tolls, accommodation, vehicle repositioning, and additional mileage charges. We calculate these fees based on distance and location to provide transparent pricing.

Towing Capabilities and Requirements

Our towing services cater to customers needing additional cargo capacity or equipment transport. Each van comes equipped with Class III tow hitches and 2-inch receivers, providing substantial towing capability. While we supply the hitch infrastructure, customers must provide their own towing ball and pin to match their trailer specifications. This policy ensures proper equipment compatibility and safe towing operations.

Different vehicle models offer varying towing capacities. 

  • The Mercedes Sprinter 2500 features a 7-pin connector and can safely tow up to 4,000 pounds. 
  • Our Ford Transit Medium Roof vans come equipped with either a 4-pin blade or 7-pin connector, supporting loads up to 3,600 pounds. 

Understanding these limitations is crucial for safe towing operations.

Towing responsibility rests entirely with the renter. Our Collision Damage Waiver specifically excludes coverage for trailers and any accidents they might cause. Before each towing rental, we thoroughly test the hitch wiring using professional equipment to verify proper trailer light functionality. While we can’t modify or repair customer trailers, we ensure our equipment meets all safety standards.

Professional towing operators, including our nationwide service providers, typically don’t transport vehicles with attached trailers. In breakdown situations, you might need to temporarily disconnect and secure your trailer. We recommend bringing a tongue lock for such situations to protect your equipment when left unattended.

Violation and Penalty Management

Managing traffic violations and penalties requires clear procedures to protect both renters and our company. Each violation, whether a missed toll, parking ticket, red light camera citation, or speeding ticket, incurs a standard $50 administration fee plus the actual violation amount. This fee covers our costs in processing these incidents, including documentation, payment processing, and communication with authorities.

Our administration team handles violations promptly to prevent additional penalties or late fees. When we receive a violation notice, we process it immediately and notify the relevant renter. This quick response helps avoid escalating fines and maintains good relationships with law enforcement and parking authorities.

Service Extensions and Early Returns

Travel plans can change, and we’ve developed flexible policies to accommodate these situations. For rental extensions, we require notification through our office. Our team reviews each extension request, considering vehicle availability and maintenance schedules. Approved extensions require immediate payment of the additional rental period to maintain continuous coverage and service.

Early returns, while accepted, don’t qualify for partial refunds. This policy reflects our commitment to reserved time slots and resource allocation. When you book a van, we dedicate that vehicle and turn away other potential rentals for your reserved period. Understanding this business impact helps explain why we maintain full charges for shortened rentals.

Emergency Response Procedures

Accidents require immediate attention and clear communication. Our emergency response protocol begins with ensuring everyone’s safety and contacting police authorities. You must then contact our office to report the incident. This immediate notification allows us to activate our support services and guide you through the necessary steps.

We require police reports for all accidents, regardless of severity. This documentation protects all parties involved and facilitates insurance claims processing. While waiting for police response, we recommend documenting the scene with photographs and collecting witness information when possible. Never admit fault at the accident scene, as this can complicate insurance and legal proceedings.

Our after-hours emergency support provides round-the-clock assistance when you need it most. We maintain relationships with hotel providers near common travel routes, allowing us to quickly arrange accommodation if mechanical issues or accidents interrupt your journey. Our network of towing services and repair facilities helps minimize travel disruptions and gets you back on the road as quickly as possible.

Business and Group Travel Accommodations

Corporate clients receive specialized attention through our business rental program. We understand that business travel often requires additional documentation and billing arrangements. Our corporate billing options streamline the payment process for companies while maintaining our security requirements. We can accommodate multiple authorized drivers under corporate accounts, making team travel more efficient.

Group travel presents unique challenges that we’re well-equipped to handle. Whether you’re organizing a church outing, sports team travel, or corporate retreat, we can coordinate multiple vehicle rentals with synchronized pickup and return times. Our group rates reflect the efficiency of managing multiple rentals under a single organization, providing cost benefits while maintaining our high service standards.

Remember, our team at Sprinter Van Rental Chicago exists to make your rental experience exceptional. We encourage questions and open communication throughout your rental period. Contact us for any clarification or assistance you need. Your satisfaction and safety remain our highest priorities as we work together to meet your transportation needs.