Trailer Hire Terms & Conditions
1. Payment and Identification
Payment shall be made in advance of the hire, complete with a deposit of £200 by credit/debit card which is returnable providing there is no damage to the trailer upon return. Payment for hire of a trailer can be accepted via credit card, debit card, cash or cheque. Cheques require 5 working days to clear.
3 forms of identification are required by the hirer this must include:-
- 1 driving licence
- 2 Utility bills with matching addresses (mobile phone bills are not included)
Failure to bring the correct identification will mean Trailer Hire West Midlands will be unable to allow hire of a trailer.
There is a 3% charge on credit cards.
2. Other Covenants by the Hirer:
During the period of the hire, it is the Hirer’s responsibility to ensure the below:-
- It is the Hirer’s responsibility to supply a number plate for the trailer
- It is the Hirer’s responsibility to have adequate breakdown cover e.g. AA or RAC
- Keep the trailer and any other accessories involved in the hire at the Hirer’s address
- Permit the Hiring Company access at any time to inspect or repair the hired trailer
- Keep the trailer free for lien or any other legal process
- Inform the Hiring Company when the trailer is in need of repair or adjustment and not allow any other person or company to carry our repairs or adjustments
- Not allow the trailer to be used for: the carriage of passengers, for any unlawful purpose, by any person other than the Hirer, outside the UK
- Return the trailer plus any other equipment provided on or before the agreed time of hire otherwise you will be liable for another days hire charge
- Inform the Hiring Company and the police of any loss or damage to the trailer and of any fault therein
- Not in any way use the trailer if he or she feels that the trailer is not safe or road worthy at any point; if the hirer feels that this is the case the hirer must inform the Hiring Company immediately
- Not sell, offer for sale or part exchange the trailer or any part of the trailer in any manner inconsistent with the hiring companies ownership of the trailer
- Need not have the handbrake engaged in the on position whilst the wheel clamp is in place.
- If the trailer is returned in an excessively dirty condition then a cleaning charge will be applied
- Punctures are chargable.
- Extra time must be taken on long journeys for breaks to ensure trailer is not overworked and overloaded past its potential.
The trailer is not insured. All damages or losses are totally the Hirer’s responsibility and will be charged at the replacement value. Also any court and legal costs incurred to recover the value of the trailer will be charged to the Hirer.
The Hirer can purchase insurance which covers the trailer for £8.00 per day.
The Hirer’s goods and personal possessions are not covered by insurance and the hiring company shall not be held responsible for any loss or damages.
The Hirer must inform the hiring company and the police of any loss or damage the same day as it happened.
If a claim on the insurance is made the Hirer will lose their deposit.
4. Maintenance of the Trailer:
So long as the Hirer is not in default of his/her obligations under this agreement, the Hiring Company will during the continuance of the hiring, service the trailer free of charge. If replacement parts are required which will result in a time delay then the Hiring Company will where possible provide the Hirer with a free of charge replacement, but the Hirer shall remain liable for payment of rentals notwithstanding that the trailer specified in this agreement is out of use.
5. Refunds & Penalties:
The Hirer shall neither be entitled to, nor receive any refunds in lieu of the trailer being returned prior to the return date and time as specified above. However, should the Hirer not return the trailer by the specified date and time above, then the Hirer will pay the Hiring Company a penalty charge and any other costs incurred to the Hiring Company i.e. court costs to recover the trailer and loss of earnings.
In this agreement, the trailer also includes all accessories and additions, and replacements or renewals, whether made before or after this agreement. No relaxation, forbearance or indulgence by the Hiring Company in enforcing any part of this agreement shall prejudice the rights of the Hiring Company. This agreement shall not come into force until signed on behalf of the Hiring Company by one of its officers so authorised and unless any deposit stated has been paid in full by the Hirer. Number plates are a legal requirement and entirely the Hirers own responsibility, they are not included in any way as part of the hire charge, but may be purchased separately. If a hire period includes Sundays and Bank Holidays these are chargeable at the normal rates.
7. Safe & Legal Towing:
The addition of a loaded trailer will have a drastic effect on your vehicles performance. Pulling away will be harder, stopping will take a much greater distance and journeys will take much longer. Extra care will be needed especially on cornering.
8. Trailer Checks Before Each Journey:
It is the driver’s responsibility to ensure the safe operation of the trailer and should carry out the following checks prior to towing.
Correct distribution of goods when loaded, ensuring not to overload the trailer capacity or nose weight
- That the towing vehicle is sufficient to tow the trailer and load
- That the brakes of the towing vehicle are in good working order and capable of stopping the vehicle, the trailer and its load
- The load is securely restrained
- The lighting socket of the towing vehicle is in full working order
- That a number plate has been attached to the trailer corresponding to the towing vehicle
- The breakaway cable or secondary coupling is securely attached to the towing vehicle
- The tyre pressures are correct for the load you will be carrying and that the tyres have sufficient tread and are free from bulges and cracking
- That the trailer is correctly attached to the towing vehicle prior to leaving, and with the correct towing height i.e. level
- Ensure that the jockey wheel is fully wound up, lifted fully up within its clamp and fully secured for the journey, also that corner steadies are also fully wound up and secured
- Hitching up the trailer to the vehicle
9. Hitching up the Trailer:
Hitching up the trailer to the Hirers vehicle is the Hirers responsibility. We will assist if asked to do so, but any damage to the Hirers vehicle will be entirely at the Hirers own risk.
Take time to double check and ensure the hitch up procedure has been done correctly and that nothing has been forgotten
That towing mirrors are used if your normal view is not good enough
Firstly apply the handbrake to ensure that the trailer remains stationary, remove ball and socket covers from the towing vehicle, remove all security devices, wind the jockey wheel to the required height and reverse the vehicle so the ball is just under the head of the hitch, or pull trailer forward by hand after releasing the handbrake. Ensure that the ball or hitch are lightly greased (unless you have a special Alko ball this should either be changed for a traditional towball or thoroughly cleaned with a degreasant after use).
NEVER attempt to lift the front of the trailer by hand USE the jockey wheel to higher or lower as required. Ensuring proper use of the safety catch on the coupling lower the trailer by means of the jockey wheel onto the towball, when fully secure the safety catch on the coupling should locate into place. As a test to ensure they are attached correctly wind the jockey down a couple of turns to see if it lifts the trailer up slightly.
Fully wind in the jockey wheel, locating the inner stem fully into the outer stem ensuring it is fully located properly at the bottom, lift up within the clamp and secure, making sure it does not obstruct any part of the coupling from working correctly. If it is not secured correctly it will unwind or fall down and will become damaged.
Attach safety breakaway cable (a) or secondary coupling (b) to the towing vehicle, (a) is attached to the coupling handbrake and will apply the handbrake if the trailer becomes detached, (b) keeps the vehicle attached to the trailer without hitting the floor if they become detached from each other.
Ensure that electrical cables and breakaway wire has sufficient slack for turning but will not be allowed to dray on the ground.
The 12N black plug only fits into the 12N black socket on the towing vehicle, there is a cut out on the edge of the plug, this should line up with the lug on the inner edge of the socket (at the bottom). Check all lights before leaving NB ensuring indicators are working the correct way around.
Adjust your mirrors accordingly so that the trailer is in good view.
10. Driving with a Trailer:
Abide by the speed restriction in force:
- On all roads with street lighting the limit is 30 mph. 50mph is the limit on single carriageways unless sign posted otherwise 60mph is the limit on dual carriageways and motorways
- YOU are NOT allowed in the third lane of a three lane motorway
- Do not try to exceed your own driving ability, especially if towing is new to you be sensible. Drive at a speed you are happy with (even if less than the speed limit) and take into consideration the road and weather conditions
- Reduce speed prior to a downhill descent to eliminate the possibility of ‘snaking’. In the event of the trailer beginning to ‘snake’ or swerve, ease off the accelerator – DO NOT apply the brakes, reduce speed gently whilst controlling the steering. This can also happen if the trailer is badly loaded, overloaded, tyre pressures are incorrect or the trailer is too big for the towing vehicle
- DO NOT brake sharply on bends, this may cause the trailer to ‘jack-knife’, reduce speed prior to the bend, lower the gearing and then gently accelerate back out of the bend
11. Reversing a Trailer:
Prior to reversing ensure that you have plenty of room, if need be, get out of the vehicle first and ensure there are no ‘blind spots’. Engage the help of another person to eliminate accidents.
A tachograph may be required if the Gross Train Weight exceeds 3500kg, different rules apply in different circumstances. PLEASE DO NOT WRITE ON OR STICK ANYTHING TO THE TRAILER. If the trailer is parked for any length of time, leave the handbrake disengaged and chock wheels. If the trailer is parked rear facing down an incline it would be prudent to chock the wheels. Spare wheels are provided, punctures and tyre damage will be charged for.
DO NOT use the winch to restrain a load whilst towing. When turning left, take the corner wider than normal so as NOT to ‘kerb’ the trailer. HITCHLOCKS &/OR WHEEL CLAMPS provided must be fitted when the trailer is left unattended.
13. Cancellation of Hire:
If a trailer has been reserved for a specific date and is then cancelled the hirer will be charged for the hire period.
14. Breakdown Cover:
It is the responsibility of the Hirer to ensure that adequate AA or RAC cover is in place as it is totally the Hirer’s responsibility to return the trailer to the Hiring Company’s premises within the agreed hire period.
Under no circumstances must the trailer be left unattended in the event of a breakdown or for any other reason.
On hiring the trailer you will be required to make the following declaration:
“I hereby declare that I have read and agreed to the Terms and Conditions and that all of my personal details I have provided are correct. I have checked the trailer thoroughly and agree to any damage prior to my hiring it, (ARGUMENTS WILL NOT BE ENTERED INTO UPON YOUR RETURN). Any other damage which is not mentioned and which is found upon my return I agree that I will pay for. I agree that in the event of an accident/theft to pay the Hiring Company for the damage in full.
Signed by: Signed by:
Print name: Print name:
Hiring Company Hirer
Vehicle Hire Terms & Conditions
Vehicle Hire Terms & Conditions
Aged between 23 to 70 years of age, the Driver must have held a driving licence for a minimum of 5 years.
Driving Offences – maximum of 6 points. No convictions for drink/drug driving, dangerous/careless driving within past 10 years.
Identification: Passport, 2 utility bills (last 3 months) & current driving licence are required for verification of identity prior to vehicle hire.
The vehicle is hired on an uninsured basis you must arrange your own insurance. Any losses or damage to the hire vehicle will be charged to the Hirer.
If there is a pending claim on any insurance the hirers deposit will be retained until the outcome of the insurance claim incase the outcome is not in the favour of the hirer and the deposit needs to be used for the damage or misuse.
We will need a copy of your insurance certificate before the hire vehicle is released.
Other drivers are not allowed to drive. The Vehicle must remain on the UK mainland unless otherwise agreed by the Hire Company. The Hirer may use the vehicle for the purpose of their business and for social domestic and pleasure purposes. The vehicle may not be used for any purposes for which they are not expressly designed. Further, the Hirer will not use or permit the vehicle to be used for hire, driving tuition, off road, racing or pace-making, or for competing in any rally, or any other form o motor sport, track days, or for any illegal purpose whatsoever.
Breakdown and Recovery:
In the event of a breakdown under no circumstances must the hire vehicle be left anywhere or be recovered to a garage you must inform the Hiring Company and the vehicle must be recovered to the Hiring Company’s premises or a garage of the Hiring Company’s choice.
- If you are taking your vehicle abroad you must supply your own recovery and breakdown cover and we will need to see the full certificate.
- You must supply breakdown and recovery in the UK.
A non-refundable booking fee equal to the cost of the hire charge shall be taken when the vehicle is reserved. A security deposit of £200 is required per vehicle hire. Payment must be made by debit/credit card. We reserve the right to increase the security deposit prior to hire of vehicle, subject to notification.
The security deposit is used as:
- A security bond
- For payments towards any mechanical damage which is not covered by the insurance, e.g. tyres including spare, wheels, clutch, gearbox, engine, etc which was sustained during the hire period due to misuse and abuse, excluding normal wear and tear
- Any additional charges incurred during the hire period, e.g. excess mileage, petrol reimbursement costs, parking charges, speeding fines, congestion charges, etc
- Damage caused to bodywork i.e. dents, scratches, chips including windscreen chips
The hire charges are taken on booking as a non-refundable deposit.
All cars are subject to availability and may be subject to change without prior notice. Driving may be postponed in extreme weather conditions (e.g. strong winds, snow or flooding) which could potentially make driving the cars potentially dangerous. Please call us to confirm if relevant. Liability is limited to a refund of the hire charge. No consequential loss liability will be covered.
We are not responsible for any loss which we or you could not have predicted, such as loss of profits or loss of opportunity.
Conditions of Hire:
1. (a) For the purpose of this agreement the Hiring Company is referred to as the Lessor (b) The “Hirer” means the person, firm or organisation by or on behalf of whom this agreement is signed (c) Authorised Driver means the driver(s) additional to the Hirer, approved as specified overleaf (d) The Hirer will ensure that any authorised drive will comply with all conditions of this agreement.
2. The Hirer undertakes to return the vehicle in a clean condition with all tyres, tools, radio and other accessories in the same condition as when received.
3. The contract of hire is conditional on: The correctness of statements made by the Hirer on the hire agreement.
4. If any incorrect or untrue statement shall be made therein whereby the insurance is liable to be invalidated, the contract shall be void except that the hirer shall indemnify the Lessor from and against loss or damage to the vehicle, and all actions, claims and liability for which the Lessor may be responsible and shall cause the vehicle to be returned to the Lessor’s premises in as good state of repair as it was when issued to the hirer and shall pay the agreed rate of hire until it shall be so returned.
5. The Hirer is responsible for hire charges from the time the vehicle leaves the premises of the Hiring Company until the vehicle returns. Charges will be debited from the damage deposit. All damage deposits are authorised from a credit card. Most credit cards welcome.
(a) All hire charges and damage deposits are required in advance of the vehicle leaving the hiring company’s premises.
6. The Hirer must sign the Lessor’s Hire Agreement. No booking is binding on the Lessor until the Lessor’s Hire Agreement is completed and signed by the hirer and accepted on behalf of the Lessor when the total amount of hire charge is paid as confirmation of a booking. This fee will be non-returnable in the event of cancellation regardless of reason. Money paid on a Contract cannot be transferred to any other vehicle on any other date.
(a) If at any time prior to departure of the vehicle, there shall come to the knowledge of the Lessor any information, which in its opinion render the contract prejudicial to the interest of the Lessor, then the Lessor shall have the right to cancel the contract forthwith.
(b) Failure to collect a vehicle, or contact the Lessor within two hours of the specified date and time of collection, will result in the vehicle becoming available to other clients.
7. British drivers must produce a current British Licence; visitors from overseas would be required to produce a valid domestic licence or an international driving permit. All drivers must have held a full licence for a minimum of 5 years. A current licence must be produced before commencement of hire.
8. Should the vehicle be returned after the agreed date and time shown on the contract, there will be an additional charge of one day’s hire due on a daily basis until the vehicle is returned. Should the vehicle not be returned by the hirer in accordance with the conditions of hire, the Lessor reserves the right to take whatever steps they consider necessary to regain possession thereof and the deposit will be retained and applied towards making good any loss or expenses incurred by the Lessor.The Hirer shall neither be entitled to, nor receive any refunds in lieu of the vehicle being returned prior to the return date and time as specified above
9. All damage, not considered by the Lessor to be fair wear and tear will be the Hirer’s responsibility.
(a) Any damage caused whilst the vehicle is left unattended, will be the Hirer’s responsibility.
(b) Unexpired hire, resulting from an accident or theft cannot be refunded, or hire transferred to another vehicle unless the repair is executed before the expiry of the hire.
10. Every endeavour is made by the Lessor to keep its vehicles in serviceable condition. But the Lessor does not warrant that any vehicle is in such condition and will accept no responsibility for loss, damage or injury sustained as a result of a breakdown.
11. All accidents must be reported to the Lessor immediately.
12. The Hirer shall be liable as owner of the vehicle in respect of:
(a) any of the following offences which may be committed with respect to that vehicle when it is stationary and when a fixed penalty notice is issued being on the road during the hours of darkness without the lights or reflectors required by law: waiting, or being left or parked or being loaded or unloaded, ‘in the road’, being used or kept on a public road within the meaning of the Vehicles
(Excise) Act 1971 without a licence under that Act being exhibited on the vehicle in the manner prescribed under that Act; and the non-payment of the charge made at a street parking place; and
(b) any excess charge and pcn notice which may be incurred in pursuance of an order Sections 35 and 36 of the Road Traffic Regulations Act 1967 (provisions on highways of parking places where charges are made.)
13. The Hirer in the event of an accident must not admit liability or offer any sums in payment to any third parties whether the hirer is at fault or not.
14. If the vehicle is unable to be checked due to dirt/mud etc, we will check for any damage once the vehicle has been cleaned, and you will need to sign for this on collection.
Additional Terms Supplement:
- Smoking – smoking is strictly not permitted in any of the vehicles. The company will make a charge of £100 for a full valet if the vehicle has been smoked in
- Cigarette Burns – any cigarette burns will incur a charge of £100
- General Interior Condition – if the company deems the interior of the vehicle unacceptable in condition/cleanliness there will be a charge of £100
- Alloy Wheels –you will be charged £75 to repair any damaged alloy or £200 to replace each alloy depending on severity of damage
- Fuel – must be replaced, or you will be charged accordingly. Fuel will be charged at current pump price plus admin fee of £10.00
- Oil and Water levels are to be checked at very regular intervals
- Speeding fines, parking fines and congestion charges are the hirer’s responsibility
- The hire vehicle may be fitted with a stolen vehicle tracking device
- An admin fee of £15.00 per fine will be added
It is compulsory in some countries to have headlight converters whilst driving abroad and it is recommended carrying spare bulbs, a fire extinguisher, a first aid kit and a warning triangle – this is your responsibility as the driver of the hire vehicle visit ww.rac.co.uk/web/knowhow for assistance.
On hiring the Vehicle you will be required to make the following declaration:
“I hereby declare that I have read and agreed to the Terms and Conditions and that all of my personal details I have provided are correct. I have checked the Vehicle thoroughly and agree to any damage prior to my hiring it, (ARGUMENTS WILL NOT BE ENTERED INTO UPON YOUR RETURN). Any other damage which is not mentioned and which is found upon my return I agree that I will pay for. I agree that in the event of an accident/theft to pay the Hiring Company for the damage in full.
Signed by: Signed by:
Print name: Print name:
Hiring Company Hirer