What Should Be Included in a Vehicle Hire Quote?
Price differences between two quotes often come down to differences in scope. We list the items to check in a quote for vehicle hire with driver.
If you see a big price difference between two quotes for the same journey, the first thing to look at is the scope of the quotes. An item included in one quote may appear as “paid separately” in the other. In this article we list the points to check when assessing your quote.
Road costs
- Motorway and bridge tolls: On long journeys these can add up to a considerable sum. Are they included in the quote, or paid separately during the journey?
- Parking: If paid parking is needed where the vehicle waits, who pays for it?
- Fuel: With chauffeured hire, fuel is usually included; however, how routes added during the programme are charged should be stated in writing.
Time and waiting
A quote is prepared for a certain duration of use. It should be clear what happens if the programme runs longer: is there an extra hourly charge? How is waiting that runs late into the night calculated? This is especially important for weddings and events, where the end time may be later than expected.
Driver-related costs
On programmes with overnight stays, the driver’s accommodation and meals should be stated in the quote. If these costs are not included, the group has to cover them separately. On long journeys you should also ask whether a second driver is needed.
Vehicle information
The quote should state the vehicle class and passenger capacity in writing. If the model and equipment matter to you (e.g. air conditioning, luggage space, seating layout), ask to see them in the quote too. The number of seats on the vehicle’s registration is the maximum number of passengers it can carry.
Change and cancellation conditions
Date changes, increases or decreases in the number of passengers, whether there is a charge for cancellation and the payment schedule should be clearly set out in the quote or contract. These conditions vary from company to company.
Invoicing
Invoice details matter for corporate clients and schools. Check whether the price is given including or excluding taxes, and compare quotes on the same basis.
Quote comparison checklist
| Item | Question to ask |
|---|---|
| Motorway / bridge | Included, or paid separately? |
| Parking | Who pays for parking where the vehicle waits? |
| Waiting time | How many hours are included, and what happens if exceeded? |
| Driver’s accommodation | Who covers it on overnight programmes? |
| Vehicle | Are class, capacity and equipment in writing? |
| Change / cancellation | What are the conditions and deadlines? |
| Tax / invoice | Does the price include taxes? |
If you would like to know which information the price is based on, read our article on the factors that determine the price.
