• Mon - Fri. 9.00-5.00
  • Southwell, Nottinghamshire NG250RS
  • 01636 36 20 21

Terms and Conditions

The following are the Terms and Conditions of Hire between the Hirer and Southwell Motorhomes Ltd. hereinafter referred to as “The Company”.


  1. Only drivers declared to us using our ‘driver declaration form’ will be allowed to drive the vehicle.
  2. All drivers must be over 25 and under 75 years of age and have held a UK driving licence for at least 2 years and must produce it before the commencement of the hire.
  3. All drivers give the company permission to use the Gov.uk ‘view your driving licence information’ website on their behalf. This allows the company to check the drivers licence information to ensure that they are covered by our insurance policy for the period of hire. The licence must be unendorsed (except for speeding and parking offences)
  4. Visitors from abroad must produce a valid unendorsed domestic driving licence or a current International Driving Permit or Licence.
  5. Proof of identity must be produced at the commencement of the hire and the Company may, at it’s own expense, take a photograph of the hirer.
  6. The Named Hirer will be responsible for any damage or loss incurred by a non declared driver and will fully indemnify the company for any such damage or loss involved in the recovery of such.

(a) Fully comprehensive insurance, for use in the British Isles, is included in the hire charge.

(b) The vehicle is insured ONLY for the period of hire contracted for. Late return of the vehicle would incur an offence under the Road Traffic Act.

(c) Insurance cover is for the vehicle and equipment ONLY. Personal possessions are not covered. Hirers are advised to take out separate holiday insurance.

(d) All previous motoring convictions must be declared at the time of hiring.

(e) If the vehicle is involved in an accident, no matter how minor, an Accident Report MUST be completed and submitted to the Company before the end of the hire period.

(f) An insurance excess deposit is payable at the time the hire commences. The insurance excess shall be applied against every accident or incident in which the hirer is involved. If the vehicle is returned in good condition, whole and undamaged, the insurance excess deposit (subject to condition 6b) will be returned to the hirer within seven days of the completion of the hire. Should the condition of the vehicle not be so, then the repairs – replacements – cleaning costs will be deducted from the insurance excess. If the hirer is found to have damaged the vehicle, or a third party vehicle, due to negligence or misuse the Company may pass on to the hirer the full cost of repairing or replacing such damage.  The excess deposit will be forfeited if, for any reason, the vehicle has not been used in accordance with these “terms and conditions”

(g) Hirers travelling abroad will require a minimum of Green Card Insurance plus appropriate Breakdown, recovery and repatriation cover, which will be supplied by the Company at extra cost to the hirer. Please refer to Rate section. A minimum of seven days notice, prior to departure, is required if the motorhome is to be taken into Spain.

(h) The hirer shall be responsible for all costs resulting from damage caused to vehicles “above windscreen height”, irrespective of any clause in these terms and conditions limiting the hirers liability.

(i) The hirer is responsible for all loss or damage arising from theft whilst the ignition keys of the vehicle have been left in or on the vehicle.

(j) European insurance does not, unless previously having been agreed with the company, include any countries outside the E.C.

(k) Use for onward hire or reward is not permitted.


In the unlikely event of a breakdown, an emergency breakdown service is at the disposal of the hirer, and:

(a) The hirer is authorised to spend up to seventy five pounds on necessary repairs, which will be reimbursed to him on presentation of a valid VAT receipt.

(b) Prior approval by the Company must be obtained in respect of repairs / replacements in excess of seventy five pounds.

(c) The Company is not under any circumstances responsible for any consequential expenses, curtailment of, or delay to the period of hire or any third party claims for damages in connection with or consequent upon any accident or breakdown.


(a) Telephone reservations are welcomed and will be held for a period of five days, by which time written confirmation and deposit should have been received by the Company.

(b) A booking deposit of one hundred pounds per week of hire is payable at the time of making a reservation. This is not refundable and shall be applied to the hire charge.

(c) Confirmation of booking will be posted or emailed to you with an invoice showing the balance of hire charge. This invoice is due for payment no less than six weeks prior to the commencement of hire.


(a) Vehicles are available for collection between 3.00 and 4.30 pm. And must be returned between 8.30 am and 10.00 am, unless otherwise agreed in writing by the Company. Failure to comply with these times will result in the hirer being surcharged at the rate of fifty pounds per hour, or part thereof, together with any additional costs incurred by the Company.

(b) No refund is given for an early return of the vehicle.


(a) The hirer acknowledges delivery of the vehicle and the contents free from any defect or damage and complete other than as specified by the Company and agreed at the date of commencement of the hire and is therefore advised to check the vehicle thoroughly before leaving the Company’s premises.

(b) Upon return the Company’s representative will check the vehicle for damage, cleanliness etc., including the condition of the tyres and windscreen which are not included in the Company’s insurance cover, any such damage being the hirers responsibility (see condition 2(e)). An additional charge may be made for cleaning interior and carpets.

(c) All of our vehicles are NON SMOKING areas.. A charge of £75 will be made if occupants have smoked within the vehicle at any time during the period of Hire. This charge is in addition to any excess cleaning charges that may be appropriate.


(a) Cancellations must be in writing and are charged as follows;

More than 6 weeks prior to commencement of hire – Loss of deposit.

Up to 6 weeks prior to commencement of hire – Full hire cost payable.

(b) The Company reserves the right to cancel the hire if at the commencement of the hire if the driver’s licence(s) are invalid or not in accordance with the conditions set out in condition 1. In these circumstances the total hire charge will be forfeited.

(c) Hirers are strongly advised to insure against unavoidable cancellation.


(a) A full tank of fuel is supplied with the vehicle at the commencement of the hire and the Hirer is expected to return the vehicle with a full tank of fuel. Any fuel shortage will be charged to the Hirer. The Hirer  will be liable if the incorrect fuel type is used.


The hirer is responsible for the regular checking of oil and water, which should be done at least at every fuel filling.

(c) GAS

2 Gas cylinders are provided at the time of hire, at least one with initial gas supply. The cost of refills thereafter shall be the responsibility of the Hirer who shall ensure that bottles of the same size and fitting as taken out are returned with the vehicle.


Whilst every effort is made to ensure that the vehicle reserved is available, if due to circumstances beyond the Company’s control the reserved vehicle is not available the Company reserves the right to offer a suitable alternative. If this is not available or acceptable the liability of the Company will be limited to the refund of any monies paid by the Hirer.


(a) The Hirer shall be responsible for damage to windscreens, tyres, punctures and as such is responsible for paying any costs incurred from such damage.

(b)The Hirer shall be responsible for all costs and expenses incurred as a result of any offences committed under any Road Traffic Act or regulation for and all fines and penalties including but not limited to parking fines, speeding fines, congesting charges, toll charges and emission  zone charges. The company will pass on the details of the hirer to any relevant authority should they be required by law to do so. As such the Company is indemnified from any liability.

(c) The Hirer shall ensure that the driver and all passengers required by law to do so shall at all times when the vehicle is being driven wear the seat belts provided.

(d) The Hirer shall be responsible for all the Company’s uninsured losses, which may arise as a result of the hire.


Animals, apart from guide dogs, are not generally allowed and must be approved by the Company at the time of reservation. If approved, it is an express condition of such approval that all damage however caused by the animal and any additional cleaning costs necessary will be charged to the Hirer. Unauthorised carrying of animals will render the hirer liable to a charge one hundred pounds, in addition to an extra cleaning charge.


The Hirer may park, free of charge, and at his own risk, one vehicle on the Company’s premises during the period of hiring.