Our Business Terms are the rules that govern our relationships with customers


APPLICATION Our Business Terms.

Our Business Terms apply whether a contract has been made verbally or in writing.

The hirer acts on behalf of all the passengers travelling on the vehicle. If the hirer is a company, group or partnership, an individual must be named as a responsible person. The hirer is responsible for the actions and decisions of all the passengers on board. This includes any additional costs incurred in performing the contract, whether or not they actually travel with the party.

If the hirer is not going to travel with the party, a representative must be chosen. In this instance the company must be informed prior to the hire taking place.

The company will only accept instructions from the hirer or their nominated representative.

Where a copy of these conditions has been given to the hirer at any time, or the hirer has been advised verbally of all significant terms, making a booking will be deemed to signify acceptance of them.

Where a hirer makes a booking before receiving these conditions and without being advised verbally of all significant terms, the hirer may cancel the contract without liability to the operator within 48 hours of receiving these conditions. Otherwise, the hirer will be deemed to accept these conditions.


Quotations are given on the basis of the direct route and on the information provided by the hirer. The route used will be at the discretion of the company. This is unless it has been particularly specified by the hirer. In which case it will be clearly shown on the confirmation.

All quotations are given subject to the company having available a suitable vehicle at the time the hirer accepts the quotation. Quotations are valid for up to 28 days unless otherwise notified. Quotations are given for the coach and driver only. Any additional charges will be separately identified and will be the hirer’s responsibility unless otherwise specified.


The hirer cannot assume the use of the vehicle between the outward and return journeys. Neither can it be assumed that it will remain at the destination for the hirer’s use. This is unless this has been agreed with the company beforehand.


The company reserves the right to levy additional charges for additional mileage or time to that agreed. The charges will be pro rata in accordance to the formula advised on the booking confirmation. The vehicle will depart at times agreed by the hirer. It is the responsibility of the hirer to account for all passengers at those times. The company will not accept liability for any losses incurred by passengers who fail to follow instructions given by the hirer.


The hours of operation for a driver are regulated by law. The hirer accepts the responsibility of ensuring the hire keeps to the hours and times agreed by the company. Neither the hirer nor the passengers shall delay or otherwise interrupt the journey such that the driver is at risk of breaching regulations relating to driver’s hours and duty time. If any breech occurs, the hirer will be responsible for any additional costs incurred. This is unless it is outside of the control of the hirer. The calculation of any additional cost will be as in Condition 4.


The company will, at the time of booking, agree and specify the legal seating capacity of the vehicle to be supplied. The hirer must not load the vehicle beyond this capacity.


On a private hire, no animals (other than guide dogs and hearing dogs notified to the company in advance) may be carried on any vehicle. This is so unless there has been prior written agreement from the company.


Normally, written confirmation by the company is the only basis for the acceptance of a hiring or of a subsequent alteration of its terms.


Any payment requested must be paid by the date stated. Payment in full must be made before the start of the hire unless otherwise agreed by the company. The company reserves the right to add interest at a rate of 2% above the basic rate of interest at the National Westminster Bank PLC. This is calculated on a daily basis, from the date by which the payment should have been made.


If the hirer wishes to cancel any agreement, the following scale of charges will apply in relation to the total hire charge: Notice given – 7 days or more – None; 3-6 days 25%; 1-2 days 50%; Day of hire before arrival of coach at the departure point – minimum of 85%. At or after arrival of coach at the departure point – 100%. The cost of accommodation, meals, and theatre tickets that have already been purchased by the company at the request of the hirer, will be charged to the hirer, plus any administration charges incurred by the company. Cancellation due to inclement weather conditions will be charged at the above rates.


In the event of any emergency, riot, civil commotion, strike, lock out, stoppage or restraint of labour or on the happening of any event over which the company has no control (including adverse weather and road conditions) or in the event of the hirer taking any action to vary agreed conditions unilaterally, the company may, by returning all money paid and without further or other liability, cancel the contract.


The company reserves the right to provide a vehicle larger than that specified at no additional charge unless any extra seats are used in which case an additional pro rata charge will be made to the hire charge. The company reserves the right to substitute another vehicle (including those of another operator) or ancillary facilities for all or part of the hiring subject to such substitutes being of at least equivalent quality.


The company gives its advice on journey times in good faith. However, as a result of breakdown or traffic congestion, or other events beyond the reasonable control of the company, journeys may take longer than predicted and in those circumstances the company will not be liable for any loss or inconvenience suffered by the hirer as a result.


Where the company hires in vehicles from other operators at the request of the hirer and where the company arranges ancillary facilities such as meals, accommodation, ferries, admission tickets or other services provided by another supplier, it does so as agent for and on behalf of the hirer as if he had directly contracted such services and the hirer shall indemnify the company against any such loss, damage or award in respect of a breach of supplier’s terms and conditions brought about by the hirer’s actions.


All vehicles hired by the company are subject to restrictions on carrying luggage for statutory safety reasons. The hirer accepts that the driver shall be the sole judge as to whether and to what extend passengers’ property is carried. Large bulky items may not be able to be carried, and the hirer should take all steps to notify the company in advance of such requirements. The company accepts any personal property of the hirer and their passengers on the understanding that it will take all reasonable steps to avoid loss or damage.

The hirer should notify the company or the driver if items of exceptional value are to be carried on the vehicle. It is the hirer’s responsibility to minimise risk of loss when property is left unattended. The company’s liability for loss and damage to property, however caused, is limited to £500 per bag, case or package with an overall limit of £1,000 (overall claim value) maximum per passenger. It is the responsibility of the hirer to ensure that items over this value are insured separately for loss and damage. The limits in this section do not apply to personal injury claims. All articles of lost property recovered from the vehicle will be held at the company’s premises where the vehicle is based, and will be subject to the current Public Service Vehicle (Lost Property) Regulations.


The driver is legally responsible for the safety of the vehicle at all times hence may remove any passengers, whose behaviour prejudices safety or is in breach of the Public Service Vehicle (Conduct of Drivers, Inspectors, Conductors and Passengers) Regulations 1990. These Regulations set out the rights and responsibilities on all parties.

The hirer is responsible for any damage caused to the vehicle by any passenger for the duration of the hire. Where the hire is to a sporting event, the hire should be aware of the legal requirements relating to alcohol, contained in the Sporting Event (Control of Alcohol) Regulations 1995, and the conditions of entry to race courses as laid down by the Race Course Association Ltd. If requested in advance, the company will provide details of these restrictions.


In the event of a complaint about the company’s services, the hirer should endeavour to seek a solution at the time by seeking assistance from the driver or from the company. Therefore, if this has not provided a remedy, complaints should be submitted in writing within 14 days of the termination of the hire.


In addition, no bill, poster or notice is to be displayed on any vehicle without the written consent of the company.


Other than on a vehicle fitted expressly for that purpose, food and drink (including alcoholic beverages) may not be consumed on the vehicle, without prior written consent from the company.


Once a confirmation has been issued to the hirer, provided there are 30 days prior to departure date, the company reserves the right to pass on increases in the cost of fuel, taxes imposed by the Government of the UK and of any other countries to be visited during the journey, road tolls and foreign currency. No surcharge will be levied within 30 days of departure. On notification of such surcharges, the hirer may cancel the booking subject to the scale of cancellation charges shown in condition 10.

The company’s liability will be limited to the cost of the hire and any ancillary services supplied.

For visit, excursions and journeys by mini-coach contact Holt Services


Holt Coach Services shares facilities with Coles Automotive, which undertakes all servicing, other than MOT.