Clauses a Vehicle Hire with Driver Contract Should Include
What information should a contract contain when hiring a coach, minibus or shuttle? A checklist for the parties, vehicle, route, price, cancellation and liability clauses.
Most people searching for a “coach hire contract template” or a “shuttle hire contract” are really looking for the answer to the same question: what should the contract say so that there are no surprises on the day? This article gathers the headings to look for in a hire with driver contract into a checklist.
Note: This content is for general information and does not replace legal advice. For corporate and long-term contracts, we recommend working with a lawyer and an accountant.
1. Parties
- The provider’s company name, address and tax details
- The details of the person or organisation receiving the service
- An authorised contact person and phone number on both sides
2. Vehicle and driver
- Vehicle class, passenger capacity (number of seats on the registration) and, if possible, the number plate
- That a replacement vehicle of the same or a higher class will be provided if the planned vehicle cannot be used
- When the driver’s details will be shared
3. Date, time and route
- Outbound and return dates and times
- Pick-up, destination and stop addresses
- Waiting times and extra runs during the day
- How programme changes will be notified
4. Price and scope
- Total fee and VAT status
- Whether fuel, motorway, bridge, parking and the driver’s accommodation are included
- The charge applied if time or mileage is exceeded
We list the items that should be clarified in the quote in detail in this article.
5. Payment, deposit and cancellation
- The deposit amount and when the balance is due
- How much is refunded in the event of cancellation, and up to what point
- How date changes and changes in the number of passengers are handled
6. Safety and legal obligations
- That the transport will be carried out by a company holding the relevant licence
- That the driver holds professional competence (SRC) and psychotechnical certificates
- That the vehicle has compulsory seat personal accident insurance
- That only as many passengers as there are seats on the registration will be carried, with no standing passengers
We explain what these documents mean in our guide to choosing a company.
7. Breakdowns, delays and force majeure
- How quickly a replacement vehicle will be provided in the event of a breakdown
- What happens in the event of delays beyond control, such as traffic or weather
- Waiting conditions in case of flight delays (for airport transfers)
8. Passenger responsibilities
- Rules on food, drink and smoking in the vehicle
- How damage to the vehicle will be assessed
- Sharing the passenger list in advance, if required
Is a written quote enough for short jobs?
For single-day transfers and trips, a written quote covering the headings above and a confirmation in writing are usually enough. For long-term shuttles and corporate services, a detailed contract is recommended. We describe our quote process on this page.
