Hire terms and conditions

Upon signing a rental agreement with Pritchards Vehicle Sales and Rental Ltd, you are agreeing to our hire terms and conditions. Please read these carefully and if you have any queries please check with a member of staff.

All documentation needs to be in the name of the person who will be driving the vehicle. The driver is responsible for the vehicle whilst it is on hire from the time of collection until the vehicle is checked back in. Throughout these terms and conditions Hirer/Hirers is used in reference to the driver of the vehicle.

A DVLA licence check will be carried out to make sure that a hirer is permitted to drive the nominated vehicle.  To enable this check you will be required to provide us with the DVLA Check Code which can be accessed here.

Driving licence

We require you to provide your full, valid, photo card driver’s licence. If you only have an old paper style licence then you will need to bring your passport or other photographic ID. It is your legal obligation to make sure your driving licence is within date. We cannot hire to customers whose drivers licence picture has expired.

International hirers will need to provide an International Driving Permit if their licence is not in English.

As of June 2015, we can no longer accept the counterpart driver’s licence. Instead we require you to provide your national insurance number or obtain the DVLA licence check code. This is so that we can check to see if there are any points or endorsements on the licence that may invalidate or affect the insurance on the vehicle.

You must have been driving for a minimum of two years on a full licence and be aged between 25 years – 69 years.

Hirers are permitted to have a maximum of 6 points on their licence, within 5 years for minor offences. If you have a major conviction within 5 years we cannot hire to you.

Hirers between the ages of 21 to 25 and 69 to 74 years are subject to acceptance and may incur additional charges.

Please ask a member of staff if you have any queries about licence endorsements and conviction codes prior to your hire date.

If the hirer permits an undeclared driver use of the vehicle there is a penalty charge of £50.00 and hire will be refused in the future. This is also an illegal act as the driver would be driving with no valid insurance. In addition the full cost of any damage to the hire vehicle will be charged to the hirer.


Hirers will need to produce a proof of address dated within the last 3 months. This needs to be a utility bill or bank statement with the hirer’s current name and address on it. We are aware that your driver’s licence states the home address but this is not a dated proof of address. 

Additional Drivers are required to conform to the same terms and conditions as the main hirer and will incur an additional £10.00 per day fee.


We only accept payment via Debit or Credit card. Cash cannot be accepted. We reserve the right to terminate the hire agreement if payment is in arrears. Any additional charges are to be applied to the nominated payment method.

Insurance Excess/ Accidental Damage/ Breakdowns

Our insurance policy has a £1000.00 excess. These means that the hirer is responsible for any damage to our vehicle and/or other property up to the value of £1000.00.

We do offer an additional fee to reduce the insurance excess on the vehicle itself from £1000.00 down to £250.00. This covers the most common damage to the vehicles; windscreen chips and cracks, dents and scratches to exterior of the vehicle including bumpers, broken wing mirrors and tyres. Exclusions to the waiver are; any damage caused above windscreen height, damage, interior damage caused by negligence, and lost or damaged keys, for which the full cost of repair will apply. The vehicles are all non-smoking and we do not permit pets. These actions will incur a £75.00 cleaning charge. The hirer is solely responsible for the vehicle from the time of collection up until the vehicle is checked in by a member of staff. If you opt to return the vehicle out of office hours you are still liable for the vehicle until our office re-opens. The vehicle must be returned to our premises at Meole Brace, Shrewsbury unless prior arrangements have been agreed.
A £400.00 deposit is required if the additional excess waiver is not taken. This will be refunded when the vehicle has been checked back in by a member of staff. Up on collection of the vehicle a video walkround of the vehicle will be completed and is to be signed for by the hirer.

It is the hirer’s responsibility to make sure any existing damage has been recorded sufficiently before taking control of the vehicle.

Any incidents are required to be reported immediately or as soon as our office re-opens. Vehicles are provided with an incident pack in order for the incident to be recorded at the scene. An incident claim form will be required and any supporting evidence such as pictures must be provided.

All our vehicles are provided with full national breakdown cover with a free phone number. If you are local and a breakdown occurs within office hours then call our office for assistance and we can advise of the best course of action.



The hirer is liable for any road traffic offences, parking fines, congestion charges and any other charges incurred whilst the vehicle is in their possession.

Administration fees apply.

General Hirer Responsibilities

All reservations are subject to the terms and conditions detailed on the rental agreement to be agreed and signed by the hirer. The hirer must inform a member of staff if the circumstances of the hire change or need to be amended. Failure to do so may result in a charge.

Hirers must drive the vehicle in accordance with UK Road Traffic Laws. Any reports of vehicles being driven in a dangerous manner will be reported to the police. This includes driving under the influence of alcohol and drugs.

If for any reason the vehicle becomes un-road worthy then the hirer must inform us immediately to arrange recovery and or repair. The hirer has a duty of care to maintain, keep the vehicle in a satisfactory condition and secure the vehicle when not in use.

The legal right to the vehicle is held by Pritchards Vehicle Sales and Rental Ltd and the hirer must not sell, rent, lend, dispose of or agree repairs on a vehicle, this includes parts of a vehicle.

How we use your information

The documentation provided to us is only used in relation to the vehicle hire. The documents are kept on file, for 3 months, in case of a contravention or reported incident.

Got a question? Want to book a car or van? Get in touch today.

01743 365 612