For vehicle rental operators, winter is more than just another season. It brings unpredictable road conditions, higher maintenance demands and customer concerns over safety. In North America alone, winter weather contributes to over 500,000 road accidents annually, according to the Federal Highway Administration. In the UK, icy-road conditions led to 1,936 road casualties in 2023, including 18 fatalities, based on Department for Transport accident records.
For vehicle rental businesses, that translates into potential vehicle downtime, higher repair costs and dissatisfied customers if fleets are not adequately prepared.
This blog looks at practical ways rental operators can handle winter vehicle maintenance for rental companies, from maintenance checks to driver readiness to ensuring vehicles remain safe, reliable and profitable even in the harshest conditions.
Why Winter Preparation Matters for Rental Operators
For rental operators, winter readiness directly affects safety, customer satisfaction and profitability. Poorly prepared vehicles are more likely to break down, generate negative reviews and drive-up operating costs through emergency repairs and recovery. Well-maintained winter fleets stay on the road more consistently, reduce claims exposure and help protect brand reputation during the most demanding season.
Key winter risks vehicle rental businesses face include:
Higher accident risk due to snow, ice and reduced visibility
Increased wear on tyres, brakes, batteries and fluids
Revenue loss from unplanned downtime and off-road units
Proper winter preparation also helps reduce insurance claims, lower deductibles and improve fleet risk scores with insurers, providing long-term savings and stronger protection for your business.
When Should Winter Prep Begin?
Winter readiness should begin 8–10 weeks before temperatures start to drop. This gives rental operators enough time to schedule servicing, secure winter gear, update staff scripts and prepare vehicles before peak demand and harsher conditions arrive.
Prepare Critical Vehicle Systems
Winter weather places extra strain on key vehicle components. Cold temperatures reduce battery efficiency, thicken fluids and cause tyres to lose pressure. Rental operators should schedule pre-winter servicing that focuses on:
Batteries and electrical systems – Test charge levels, check alternators and replace weak batteries. A dead battery on a customer rental can cause not just inconvenience but also reputational damage.
Tyres and brakes – Cold conditions lower tyre pressure and reduce grip. Rotating tyres, adjusting tread and ensuring brake systems are properly lubricated are essential steps.
Cooling and fuel systems – Engines need the correct antifreeze blend, while diesel fleets benefit from low-viscosity lubricants and fuel treatments to prevent gelling.
Proactive servicing reduces breakdown risks and keeps vehicles on the road during peak winter demand.
Improve Visibility & Winter Driving Safety
How vehicle rental companies prepare their cars can ensure safer holiday travels for customers - a major concern across North America and Europe. Visibility drops quickly in winter because of shorter days, fog, snow and road spray. Rental companies should check all exterior lights, wiper blades and washer systems before temperatures fall below freezing. Switching to winter grade washer fluid and ensuring effective demisters and defrosters significantly improves driver confidence and safety.
Simple measures such as keeping windscreens clean, replacing worn wipers and checking headlamp aim can reduce minor collisions and claims linked to poor visibility.
Equip Vehicles With Winter Safety Gear
Beyond the engine bay, vehicles themselves need outfitting for winter. Simple additions can drastically improve safety and customer confidence. Rental operators should stock vehicles with ice scrapers, shovels, jumper cables and emergency kits containing blankets, torches and first aid supplies.
Tyre chains or winter tyres may be a legal requirement in certain US states during snow conditions. For example, Colorado enforces a Passenger Traction Law during winter storms, mandating specific tyre tread depth or the use of chains. Meeting these requirements helps avoid fines and ensures customers can drive legally and safely.
Prepare EVs in Your Fleet for Winter
Electric vehicles behave differently in cold weather and rental customers may be unfamiliar with these nuances. Studies show that EV range can reduce by around 20 to 30 per cent in freezing temperatures due to battery chemistry and increased cabin heating demand.Â
Rental operators can greatly benefit by training their staff on how to winterise their cars and suggest the following steps:
Preconditioning vehicles while plugged in so cabins and batteries are warmed before customers start driving
Clearly communicating expected winter range, charging locations and charging times in rental confirmations and at the counter
Prioritising EVs with heat pumps for colder markets, as they use significantly less energy for cabin heating than traditional resistive heaters
Integrating EV performance data into your fleet platform also helps identify underperforming vehicles or chargers and fine-tune winter utilisation strategies.
Use Telematics to Predict Breakdowns and Improve Winter Safety
Technology plays an increasingly important role in winter fleet management. Telematics systems help operators track vehicle performance, predict failures and optimise routes around poor weather. For instance, analysing data on harsh braking or idling patterns can identify drivers most at risk in icy conditions, allowing for targeted training.
Many fleets report fewer roadside breakdowns when they use telematics for automated maintenance alerts and service scheduling because issues are identified and resolved before they lead to failures. In winter, GPS and route optimisation tools that incorporate live traffic and weather information can also help drivers avoid closures, heavy snow and high-risk roads.
Train and Support Drivers
Vehicles alone don’t guarantee safe operations, drivers play a critical role. Rental operators should provide guidance to customers on winter driving, such as maintaining safe distances, avoiding sudden braking and how to handle skids. Commercial fleets often go further, offering training on chaining tyres and performing winter pre-trip checks.
Equipping customers with clear instructions and emergency contact numbers can reduce accident risks and instil trust. For business clients managing corporate rentals or pool fleets, this training can be built into company travel safety policies.
Preventive Care to Protect Asset Value
Salt, grit and road chemicals used during snow control can accelerate corrosion. Scheduling regular washes, particularly for undercarriages, prevents long-term vehicle damage. Applying protective waxes before the season can also help.
From a business standpoint, preventive care directly impacts fleet value. The American Automobile Association (AAA)Â notes that rust-related issues cost US drivers around $3 billion annually, much of it linked to winter road treatments. Rental businesses that invest in corrosion prevention can save significantly on depreciation and resale value.
The Business Case for Winter Readiness
Winter may bring challenges, but it also presents opportunities. SUV and 4x4 rentals see sharp seasonal spikes, with demand increasing by over 50% year-on-year in the US market, according to Auto Rental News. Operators that prepare effectively are well-placed to capture this demand while minimising operational risks.
Winter Fleet Checklist for Rentals
A structured car rental winter checklist helps frontline staff apply winter policies consistently across locations. The checklist can be built into your rental software, so tasks are logged and auditable for every vehicle.​
This is how a high-level car rental winter checklist would look:
Verify battery health, tyre tread, pressures and fluid levels on all units before winter launch.
Confirm winter-grade washer fluid, functioning heaters/defrosters and clean, effective wiper blades.
Equip every vehicle class with the required winter safety kit and, where applicable, snow tyres or chains.
Set up automated maintenance reminders and pre-winter inspection campaigns in your fleet platform.
Update staff scripts, driver handouts and digital guides with current winter driving and EV-specific advice.
Conclusion
Winterisation is not simply about ticking off a checklist but it’s about protecting assets, ensuring customer safety and maintaining business continuity during one of the toughest seasons. From thorough servicing and telematics to driver training and preventive care, rental operators who prepare early will be those who thrive through winter’s challenges.
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