Quick reference for the counter — who's allowed to hire, what ID we need, and what we can charge. All taken from our current Terms & Conditions (revised Jan 2026). If in doubt, check with the office before quoting or charging.
1
Who can hire
Every hirer must…
✓
Be 21–70 at the start of the hire (outside that range only if agreed in writing).
✓
Hold a full, valid UK licence (correct category) for at least 2 years.
✓
Pass a DVLA licence check — get their check code (licence, address & NI number).
✓
Show photo ID (passport or licence photo card) and 1 proof of address dated within 90 days (utility bill, bank statement or council tax).
✓
Store a card via Stripe and sign the contract before the van leaves — no cash deposit.
✓
Check & sign the Vehicle Condition Report at collection (records damage, mileage & fuel).
Do NOT hire if the customer…
✕
Has more than 6 penalty points in the last 3 years.
✕
Has been disqualified in the last 5 years, or has any drink/drug-driving conviction.
✕
Has outstanding CCJs, bankruptcy or an unpaid hire agreement.
✕
Won't disclose accidents, claims or pending prosecutions from the last 5 years.
✕
Can't provide satisfactory ID / address, or anything looks like fraud.
ℹ️
We can refuse any hire without giving a reason if it feels like a risk.
Extra cases
Business hire — may need certificate of insurance, VAT reg or proof of trading; signatory must have authority to bind the business.
International drivers — valid international driving permit alongside their national licence.
Hire over 90 days — company insurance doesn't cover it; the hirer must arrange their own comprehensive cover naming us as owner/lessor.
£
Schedule of charges
These are authorised on the signed contract and can be taken from the stored card via Stripe after return. Damage assessed on return is charged per this schedule — the company's assessment is final.
Excess reduction cover (offer on every hire)
Excess reduction cover — drops the damage excess £1,000 → £500£15.00 / day
Charged on the same days as the hire (collection and return days both count)—
Not covered even with cover: misfuelling, interior, roof & undercarriage, lost keysfull excess
Fuel
Fuel shortfall (returned with less than collected)£3.00 / litre
Refuelling admin fee£25.00
Late return
Late backDay rate + £25
Not returned within 24h of due timeReported as theft
Cleaning & valeting
Standard clean (excessive dirt / food / rubbish)£50.00
Valeting (heavy soiling, smoke, pets, stains)£100.00
Specialist clean (biohazard / bodily fluids)from £250.00
Fines & penalties
Parking / speeding / congestion / ULEZ / tollsAt cost
Admin fee per fine processed£25.00
Lost or damaged items
Lost key / fob (+ reprogramming / locks)£300.00
Lost documents£100.00
Lost / damaged accessories & toolsReplacement cost
Misfuelling & neglect
Misfuelling (drain, flush, clean, refill)from £350.00
Damage from neglectRepair + £10
Driver-error call-out (flat battery, out of fuel, keys locked in)£100 + recovery
Damage
Small scratch / scuff (under 25mm)£50.00 each
Medium (over 25mm or needs paint)from £150 / panel
Dentsfrom £200.00
Windscreen chip repair£60.00
Windscreen replacementfrom £350.00
Tyre damage / replacement£120.00 / tyre
Alloy / wheel damage£150.00 / wheel
Roof / undercarriage (not covered by insurance)Full repair cost
Recovery, impound & loss of use
Recovery (misuse, neglect, illegal parking, seizure)At cost + £50
Loss of use — each day the van's off the roadDay rate
Excess mileage (where a limit applies)£0.25 / mile
Approved Commercial Hire Ltd · Unit B1, The Boat Yard, Sandwich CT13 9LY · admin@approvedcommercialhire.com · 0330 043 9509
Internal staff reference — a summary of the full Terms & Conditions (revised Jan 2026). The signed T&Cs are the definitive version.