How to Write a Credit Card Authorization Letter for Car Rental (Free Sample)

.Key Takeaways

• Most major rental brands in the U.S. require the renter to present a payment card in their own name at pickup. Third-party cards and “letters of authorization” are typically not accepted at the counter. Hertz+3Enterprise+3Avis | Rent a Car+3

• If you want to pay for someone else, the practical alternatives are:

  1. add the driver as an authorized user on your card so they present their own physical card,

     

  2. ---

     use a corporate direct-bill or travel account arranged with the rental company in advance, or

  3. prepay the base rate online when available, understanding the driver still needs a card in their own name for the deposit. Bankrate+2Avis | Rent a Car+2

• If a written authorization is accepted in your situation, include exact renter details, location, dates, a clear dollar cap, last four digits only, and your contact and signature. Do not email full card numbers. Use secure transmission to stay PCI-DSS compliant. PCI Security Standards Council

• Expect ID checks. Card networks allow merchants to ask for ID in some fraud-control scenarios, and rental counters routinely verify identity. Visa

• Always confirm the pickup location’s policy in writing before you travel. Terms can vary by brand, country, and even location. Enterprise+1

Will a Credit Card Authorization Letter Actually Work?

Short answer in the U.S.: usually no. Enterprise states the person renting must be present and provide their card; you cannot provide someone else’s card for payment. Avis says you cannot rent a car for someone else, though you may add an additional driver. Alamo indicates the name on the reservation must match the name on the credit card. Hertz guidance likewise says you must use a card registered to the main driver. Hertz+3Enterprise+3Avis | Rent a Car+3

When letters may help: corporate travel departments or direct-bill accounts sometimes keep a “card on file” with the rental brand. In those cases, a brief, formal authorization letter plus the corporate account setup can document who’s approved to charge incidentals, but this must be coordinated with the rental company ahead of time. Always verify the local counter will honor it. Avis | Rent a Car

Better Ways to Pay for Someone Else’s Rental

1. Add the driver as an authorized user on your card. The driver receives their own card with their name, which satisfies the “card in renter’s name” rule while charges still post to your account. Set spending alerts and limits if your issuer offers them. Bankrate

2. Corporate or direct-bill setup. If this is for an employee or contractor, ask your rental vendor rep about a billing account and what documentation they require at pickup. Avis | Rent a Car

3. Prepay the base rate (when offered by the brand or an OTA) to reduce what’s due at pickup. The renter will still need a payment card in their own name for the security hold. Avis | Rent a Car+1

Real example: A parent wants to pay for a college student’s rental during an internship. The cleanest route is making the student an authorized user two weeks before pickup so the issuer can mail the card. The student then presents that card and license at the counter, and the rental proceeds like normal. Bankrate

If You Still Need a Written Authorization, Include These Elements

• Subject line that matches the rental and location.

• Renter’s full name, driver’s license number, and reservation number.

• Pickup and return dates, branch address, and vehicle class.

• Cardholder’s name and last four digits only, plus issuer and card brand.

• Dollar cap for total charges and types of charges authorized.

• Contact info for real-time verification.

• Statement of liability acknowledging you agree to pay authorized charges.

• Signature and date, with a phone-verifiable callback number.

• Secure delivery instructions. Do not send full PAN, CVV, or images of the card over email to stay aligned with PCI-DSS. PCI Security Standards Council

Free Sample: Credit Card Authorization Letter for Car Rental

Use this only if the rental location confirms in writing that they accept third-party authorizations. Otherwise, use the alternatives above.

[Your Name]
[Street Address, City, State ZIP]
[Phone] | [Email]
[Date]

To: [Rental Company Name], [Branch Address]
Re: Credit Card Authorization for Car Rental — [Reservation #[XXXXXXXX]]

Dear [Branch Manager Name or “Rental Counter Team”],

I authorize [Renter’s Full Name], driver’s license [State/Number], to charge the following to my credit card ending in [1234] for reservation [XXXXXXXX] at your [City/Airport] location from [Pickup Date] through [Return Date]:

1. Base rental charges and taxes up to $[Amount Cap].

2. Mandatory fees disclosed at booking.

3. Fuel or tolls up to $[Amount Cap or “reasonable actuals”].

My card details for verification: [Brand, Issuer], name [as it appears on card], last four digits [1234]. For security, I will present the card in person or by secure portal if requested. Please do not accept this letter as permission to copy or store the full card number via email.

I understand I am responsible for the authorized charges above. Any damage waivers, optional protection plans, or violations not listed are not authorized without my written consent.

You may reach me at [phone] during business hours to confirm this authorization.

Sincerely,
[Handwritten or electronic signature]
[Printed Name]

Common Mistakes to Avoid

• Sending full card numbers or photos of the card by email or chat. Ask for a secure upload link or call the location. Never include CVV in an email. PCI Security Standards Council

• Assuming prepayment means no card is needed at pickup. A security hold in the renter’s name is usually required. Avis | Rent a Car+1

• Writing a letter without a spending cap or dates. Set clear limits to avoid disputes later.

• Skipping location-level confirmation. Policies can vary by state and branch. Enterprise

Quick Checklist Before You Send

• Location confirms in writing that it accepts a third-party authorization letter. Avis | Rent a Car+1

• Letter includes renter identity, dates, branch, reservation number, and dollar caps.

• Only last four digits of the card are in the letter. No CVV or full PAN are transmitted. PCI Security Standards Council

• A backup plan is ready: authorized user card or direct-bill account if the counter refuses. Bankrate

Sources

• Enterprise: “Can I pay for someone else’s rental car?” and “Forms of payment” policies. Enterprise+1

• Avis: “Can you rent a car for someone else?” and location terms noting card must be in renter’s name; Pay Now card presentation. Avis | Rent a Car+3Avis | Rent a Car+3Avis | Rent a Car+3

• Alamo: “Skip the Counter” terms noting name on reservation must match the name on the credit card. Alamo

• Hertz: “How to Pay for Your Car Rental?” (main driver’s card required). Hertz

• PCI Security Standards Council: PCI-DSS quick reference on encrypting cardholder data over public networks. PCI Security Standards Council

• Bankrate: Guide to authorized users. Bankrate

Disclaimer

This article is for general information only and is not legal, financial, or compliance advice. Rental policies change by brand and location. Always confirm requirements directly with the pickup branch and follow PCI-DSS and your card issuer’s security rules.