Vehicle Rental Terms & Conditions

Daily Charges

Rates are inclusive of unlimited mileage, and vehicles are charged on a 24 hour basis. Upon termination a maximum time allowance of 59 minutes is permitted without penalty, thereafter an additional day will be charged.

Vehicle Upgrades

An upgraded vehicle will be provided free of charge in the event that the group order is not available. Vehicles requested ASAP/within 2 hrs, notification of availability will be given at the time of the request.

Emergency Bookings

Emergency/ASAP hires requested during normal office hours can usually be delivered within 2 hours. Bookings may be made up to 16.00hrs (Mon-Fri) for an early start delivery the following morning, although vehicle choice may be limited if bookings are made last thing.

Out of Hours

Vehicles can be delivered to company site/home addresses/specified locations etc for hires commencing outside normal office hours (18.00-08.30hrs). Vehicles delivered to home addresses/specified locations are subject to £10.00+vat surcharge. To ensure accuracy of billing, hires will commence and terminate at the time specified.

AA / RAC 24 HR Breakdown

All vehicles are covered by AA/RAC 24 hour breakdown, and by manufacturer’s warranty. Emergency numbers are displayed inside the vehicle windscreen, and on the rental documentation issued at the start of the hire. The motoring organisation attending can arrange for a replacement vehicle (24hrs) as part of the service provided.

Airport Reservations

Bookings for vehicle deliveries to airports/stations etc will be confirmed by fax giving the driver specific instructions for collecting his/her vehicle. Flight numbers (inbound & outbound) must be given before any airport reservations can be accepted.

Arrangements for returning vehicles to airports etc will be confirmed with the driver at time of delivery. Rentals which commence/terminate at UK airports may be subject to a 13% surcharge.

Car Park Charges

Drivers returning vehicles to airports/stations must call AVR within 1 hour to advise of exact location of the vehicle and keys (only applies if the rental company does not have on-airport representation).

Failure to notify AVR could result in hefty car parking charges being incurred, which will be recharged on to the driver.

Vehicles left on parking meters in inner City/City Centre restricted parking areas, must have a minimum time allowance of 2 hours without penalty.

Continental Hire

A 50% surcharge will be levied if vehicles are taken outside the UK. AVR must be notified before any vehicle leaves mainland Britain, the relevant documentation can be arranged on your behalf providing sufficient notice is given – not less than 5 working days.

Meet & Greet Service

A meet & greet service can be provided free of charge during normal office hours. Vehicles delivered to airports/stations etc on a meet & greet basis outside normal office hours are subject to £35.00+VAT out of hours surcharge.

AVR will negotiate this surcharge individually on customers behalf in order to reduce/remove any charge however the outcome may depend on the time and location of the delivery.

Aborted Delivery / Collection

A £25.00+VAT aborted delivery/collection charge will be incurred if a booking/termination is cancelled after the driver has left the delivery/collection branch.

Refuelling

Vehicles are supplied with a full tank, less delivery fuel used, and the hirer is responsible for the cost of refilling the tank. A refuelling charge of 95p+VAT will be levied if vehicles are not topped up at the end of the rental.

Insurance

Vehicles can be covered by customer’s own fully comprehensive insurance, a copy of the certificate will be required and kept on file for this purpose.

Collision Damage Waiver

Collision Damage Waiver (CDW) can be purchased at an additional daily premium, in order to waiver the vehicle excess in the event of an accident. Drivers must be aged 21-69 years (variable) with a clean current UK driving licence which they have held for a minimum period of 12 months.

Accident Procedure

A replacement vehicle is normally provided in the event of an accident. All accidents must be reported within 24 hours. An accident Damage Report (ADR) must be completed and returned within 7 working days even though the vehicle is covered by your company’s own insurance.

Staff Hires

Rates submitted are extended to company personnel for private hires. Drivers must be aged 21-69 years with a clean current UK driving licence which they have held for a minimum period of 12 months.

Road Traffic / Parking Offences

A £25.00+VAT administration fee, in addition to any statutory charges will be levied if fines are settled on your behalf.

Replacement Keys

The full cost of replacement vehicle keys will be recharged to the driver if lost whilst on hire.

One-way Rentals

One-way rentals are available throughout UK for which a &10.00+VAT surcharge may be levied (with the exception of commercial vehicles where a one-way rental surcharge is priced on application). Unauthorised One Way hires could incur penalties of up to £100.00+VAT.

Long Term Hires

Hires in excess of 28 days duration are subject to 2,000 FREE miles p/m allowance. Excess miles are charged at Grp A-D, V2, V3 – 12p; Grp E-F/A, V4, V5 – 15p; Grp G, MPV, 4X4 – 25p; Other groups – 45p.

Invoice Procedure

Invoices are raised on the termination of the hire and settlement is requested 30 days from invoice date. In case of long term hires (as specified above) the contract is treated as divisible.Each rental made hereunder shall be invoiced at 28 day intervals / at month end whichever is the sooner and:

  1. Shall be deemed to arise from a separate contract
  2. Shall be invoiced separately but shall be payable in full in accordance with the terms of payment specified above without reference to and notwithstanding any defect or default in the delivery of any hire.

Vehicle Damage - Delivery

Drivers will be asked to sign the Rental Agreement and Vehicle Delivery/Collection Report upon delivery. A copy of the Rental Agreement and Delivery/Collection Report will be left with the keys if the driver or authorised signatory is not available to sign for the vehicle.

If the driver is not present ,any discrepancy in the damage noted and that listed must be reported/communicated to AVR/the rental company before the vehicle is driven away. Unless AVR/the rental company are notified, it will be assumed that the driver agrees fully with the rental documentation.

Vehicle Damage - Collection

Upon termination of the hire, a Rental Agent will check the vehicle for new damage, spare wheel, tools etc, together with the miles travelled, and fuel used. This will be clearly noted on the Collection Report, together with the date/time of collection, and the Rental Agent’s signature. The vehicle should also be checked by your driver or authorised signatory, and the Collection Report should be countersigned.

If your driver is not present when the vehicle is collected, then a copy of the Collection Report will be left for their attention. In the event of any dispute over vehicle damage, where an authorised signatory was not present at the time of the collection, the responsibility of proof will fall to the driver.

Loss Of Use

If a vehicle is damaged whilst on hire, then the normal daily rate will apply until such time as the vehicle is available for use.

Road Fund Tax (RFT)

All rentals are subject to RFT at 95p per rental day, up to a maximum of 20 days in any 28-day period.