Terms and Conditions

Driver: Licence Requirements and History

Each driver must produce their full valid driving licence before every hire.

Provide a DVLA licence check code to enable us to check your licence details.

Be between the age of ...

25 - 69 with up to 6 points for minor endoresments.

70 - 74 subject to approval from our insurers.

23 - 24 one minor endorsement accepted.

21 - 22 no endorsements and an accident free record.

Have a minimum 2 years driving on a full UK driving licence. You are expected to have had regular, recent and continuous driving experience.

For people carriers, minibuses and 7.5t trucks drivers must be over 30 years of age with category D1 for minibuses, and category C1 for trucks.

No more than 2 minor insurance claims within the last 3 years or 1 accident where the claim was more than £5000, which would need approval from our insurers.

If you are unsure about any endorsements on your licence that may affect you hiring a vehicle, please call to discuss them; we will be happy to advise you.

Secondary Identification

Secondary identification is required in the form of a current passport or security pass from a well known employer with photograph & signature. The above should be accompanied by proof of current address i.e. utility bill within last three months.

Payment Method

Payment in full before departure. A valid credit/debit card is required to secure a booking, which acts as a guarantee of payment for cancellation, fuel shortages and damages.

Hire Period

One day hires run from 08.30am until 17.00pm, thereafter addidtional days run from 17.00pm to 17.00pm.
A charge of £25.00 inc VAT for the first half hour will be made for any inconvenience caused by late returns. Thereafter a penalty charge equivalent to the full daily rate will be charged. Please note this is a penalty charge and not an extension of hire. The hire period may not be extended without our prior consent.
No refund will be made for early returns.
Weekend rate from 08.30am Friday to 17.00pm Sunday or 08.30am Saturday to 17.00pm Monday.

Unlimited Mileage

We offer *unlimited mileage with a fair use policy which includes ...
1 - 2 days : 200 miles per day
3 days on : 100 miles per day
Maximum 600 miles per week.
Thereafter a charge of £0.60 per mile including vat will be charged.


Only drivers completing our rental agreement are insured to drive. Fully comprehensive cover is included in the hire rates with a deductible excess per incident of £750 (£950 for drivers under 25) for cars, people carriers, minibuses, short wheelbase vans, long wheel base high roof vans, Lutons and 7.5t vehicles for any damage to, theft of, attempted theft of a vehicle or third party claim during the hire period. Goods in transit are not covered. All incidents must be reported by the hirer within 12 hours.
Please note that our insurance does not cover neglect. The hirer is responsible for all damages caused by collision with overhead objects and associated costs, along with all damages to windscreens, tyres, light lenses, door mirrors and interior.

Returning vehicles out of hours

Please note should a vehicle be returned out of hours or whilst our premises are unattended the hirer will remain responsible for the vehicle and its condition until re-inspected by a member of staff.

Reporting accidents or incidents

All accidents or incidents no matter how small must be reported as soon as possible but at the very latest within 12 hours unless circumstances relating to the incident make this impossible.
No vehicle is to be returned out of hours damaged unless it has been reported by phone or in writing. We are contactable 24 hours a day. You will be required to complete an incident report on return of the vehicle so please ensure you have full details of the incident. Try to take photographs of the scene and any third party damage along with details of any witnesses.

European Hire

You are required to inform us if you intend to travel outside the UK mainland of England, Scotland or Wales. A surcharge is added to the current rates for continental hires and Southern Ireland. This will include insurance, vehicle on hire certificate (ve103b),Green card and Continental breakdown cover.
We will also provde a first aid kit, warning triangle, reflective jackets and spare bulb kit.

Operators Licence

It is the customer's responsibility to hold an operators licence if you are hiring a vehicle with a
Gross Vehicle Weight over 3.5 tonnes for commercial use.


Minimum refuel charge £20.00 including vat

All vehicles run full to full. Please check that the vehicle is full before leaving the premises as mistakes can not be rectified at a later date. Fuel type is labelled on key rings and on the filler cap. A minimum refuelling charge of £20.00 for the first litre and thereafter £3.00 per litre inc.VAT will be made on vehicles not returned full.

Any vehicle refueled at a garage not listed below will automatically incur a refueling charge.

Tothill Services Shell - A34 Newbury RG20 9BX

Kingsclere Shell - A339 Kingsclere RG20 4TA

Newbury Shell - A4 Bath Road Newbury RG14 1QT

Newbury BP - London Road Newbury RG14 2BS

Newbury Tesco Extra - Pinchington Lane Newbury RG14 7HB

Thatcham Esso Garage - London Road Thatcham RG18 4LQ

Newbury Sainsbury - Hectors Way Newbury RG14 5AB

Wash Common Sainsburys - Andover Road Wash Common RG14 6NT

Cancellations and Amendments

All cancellations and amendments require a minimum of 48 hours notice prior to 08.30am on the start date of the hire, otherwise the full amount of the booking will be charged, (this includes failing to produce the correct documents at point of hire).

Strictly No Smoking / No Vaping / No Pets

It is illegal to smoke or knowingly permit smoking in hire vehicles.
Strictly No Vaping.
Strictly No Pets.
Cleaning charges will apply.

Cleaning Charge

The hirer is required to return the vehicle in the same clean condition as originally hired otherwise a cleaning charge will apply (min charge of £35.00 including vat).
No goods to be carried in the cab area nor more passengers than seatbelts fitted.

Smarthire Vehicle Rental reserve the right to hire.
These terms and conditions form part of the rental agreement.