RE: CONTRACT FOR CAR HIRE (SELF DRIVE) BETWEEN HIRER AND OPERATOR
This Document is drafted as a binding agreement between the hirer and Operator, you will be required to sign
before leaving with your rental vehicle and is enforceable according to Uganda Laws.
1. VEHICLE DESCRIPTION AND TERM OF HIRE
(a), The Operator will rent and the hirer will take, the motor vehicle, details of which are set out in this contract
(“Vehicle”) for the term of hire as described in this Rental agreement.
I/we…………………………………………………..am/are hiring Vehicle No……………….. for
Self-drive with Operator, Hired for a period of……………. ………From (time)…….…………
date……………..…date of return of vehicle………………………..
2. PAYMENTS BY HIRER
The Hirer shall pay the Operator for the hire of the Vehicle the sum or sums agreed upon as per your Booking
Payments can be made in Uganda Shillings: ………… or USD
………….. Or Euros…………………… as per the operator’s standard exchange rate. Dollars Notes
accepted by the Operator start from 2009 print notes and above.
Payments for the rental are always made in cash upon arrival or by bank transfer to our USD earlier to arrival 2
weeks before arrival Using a Visa credit card. Visa payment comes with a 4% surcharge
In addition to the payment specified in section (2) (a) above, the Hirer acknowledges that she/he will be liable
at the end of the hired period to pay the Operator any applicable additional charges that may arise in the time of
the rental, these may include charges for extra days used, late return contrary to the time agreed with operator’s
The hirer must keep the vehicle in good condition same as when it was given to him at the beginning of the rental.
Traffic fines and street parking tickets /fines must all be settled by the hirer during the rental period.
The fuel/oil expense will be met by the hirer of the vehicle during the period and a client is supposed to take
regular maintenance and checks on the car for the rental period.
The hirer should leave the Security deposit fee of $500, in case of the car returns without any offenses the
security deposit is refunded to you at the end of the trip, sometimes the client loses some car gadgets and it always
deducted from the security fee in case you lose any
3. USE OF THE VEHICLE
The Hirer must not:
A. use or allow the Vehicle to be used for the transport of passengers for hire or reward unless the Vehicle is
hired with the Operator’s knowledge for use in a passenger service license and should not exceed the
carrying capacity of the car as per the insurance License or the number specified on the
B. sublet or hire the Vehicle to any other person or allow the Vehicle to be used outside his/her authority thus
those not party to a contract;
C. Operate the Vehicle or allow it to be operated in circumstances that constitute an offense against any
the law in east Africa & other east African Community countries (Kenya Rwanda, Burundi, Tanzania, Uganda).
D. Operate the Vehicle or allow it to be operated in any race, speed test, rally or contest;
E. Operate the Vehicle or allow it to be operated in breach of the contract
F. Drive the Vehicle on any roads contrary to sections 7, 8, and 9 of the Agreement.
G. No replacement or substitute of any parts or accessories of the vehicle without the knowledge and approval
of the operator. The self drive car should be returned to the operator with all Accessories
H. To propel or tow any vehicle on trial without the consent of the operator
4. HIRER’S OBLIGATIONS
The Hirer must ensure that:
A. All reasonable care should be taken when driving and parking the vehicle whereby if the damage occurs then it’s the responsibility of the hirer to pay /meet the costs of repair, to check oil and water levels in the
car at the same time, to take fuel from responsible major fuel stations.
B. Nobody would wish to have a flat tire, but it can happen any time you’re on the road, all costs of the tire
repair is at the cost of the hirer but when it’s beyond repair a new one will be bought by the hirer at a
C. Should a warning light appears on the dashboard, please notify (carrental4x4) of the problem
5. OPERATOR’S OBLIGATIONS
The Operator will supply the Vehicle in a safe and roadworthy condition, displaying valid Third-party insurance and the COMESA in case you are driving across the border. if the car is not in the good condition before signing the contract, you should raise the complaint before you drive
6. MECHANICAL REPAIRS AND ACCIDENTS
A. If the vehicle is involved in an accident, is damaged, breaks down, or requires repair regardless of cause, the
The hirer shall notify the Operator of the full circumstances
B. The Hirer shall not arrange or undertake any repairs or leave the scene of the accident before police
inspection or without the Operator’s
C. In case of an accident, the client is supposed to make a statement to the nearby police If the statement is
found to have some fraudulent intention, a person will be liable for making a false statement when they
knowingly and willfully falsify, conceal, or cover-up by any trick, scheme, to a fine of an extra $3000
D. If the vehicle requires repair attention, the operator shall arrange repairs to the vehicle within a
reasonable time frame depending on the location of the breakdown, if the breakdown was a result of a
breach of Section 4, the hirer will be required to pay the repair for all the costs incurred
E. In case of mechanical breakdown, we provide a replacement car within 24 Hours in the Uganda office
and 48 hours across the border, the operator is responsible for the replacement car fuel and drive allowance as the hirer is
responsible for the fuel of the broken-down car to return to (Operator address), with the driver allowances
F. Speed limit in national parks is at 40kmhr, any accident arising inside any protected area or national park is
100% the responsibility of the hirer to settle the matter to zero, please note that insurance doesn’t cover any
damages caused within the national park, like knocking wild animals, and fines and accidents within the
national park the hirer is reliable to solve his Mistakes
The Operator’s rental fleet is insured under a policy of motor vehicle insurance (“Policy”) from a person or
the company is licensed to carry on insurance business in Uganda, Kenya Rwanda Tanzania congo Burundi, and south sudan as per the east Africa Insurance Act.
The operator’s Insurance Policy Carters for Only the Vehicles, Head Collusion, and theft of the Vehicle, and
doesn’t provide Personal Life Insurance for the occupant so you’re required to come with life insurance if you’re
in your home country and may have extra Insurance. This Insurance does not cover any damage caused by negligence
such as driving under the influence of alcoholism, wheels/trims, or cigarette burns. The rest of the car parts not mentioned above are under the responsibility of the hirer and in case of damage, the hirer has to pay for all cost of replacement.
(Our vehicles are all non-smoking), punctures, damage to radio covers, passing through water and the engine
knocking not allowed any issue erring out of the above, has to be settled by the hirer
In the event of an accident, please, immediately notify the police if another party’s guilt is to be ascertained or if
any person is injured
Therefore, clients are entitled to make Police Statement when he or she gets into an accident because it is the
the basis for the police report and the operator will base on this claim from the insurance for the damages to the
The Excess insurance charged by the operator will vary depending on the car type: Toyota Rav4 USD 700 and
Land cruiser Prado TZ & TX 1700 USD, Luxury jeeps: LX 7.0 Series, V8, GX, TXL land cruisers Excess insurance
is $ 2200USD.
The hirer will comply with the terms and conditions of the insurance policy and pay the owner any excess in the
event of the claim
Rooftop Tents and camping gears are not part of the insurance in case of any damage, the client shall pay the costs
of replacing the tent at the original cost as per the Quotation from Manufacturing Tentco at $1500usd.
IMPORTANT: The Operator is not providing insurance services to the Hirer. The Operator manages the
insurance provided under the Policy (BritamS insurance company). The Operator reserves the right to determine
whether or not to claim under the Policy. In the event of damage to the vehicle, the Hirer agrees to immediately
contact, and solely deal with the Operator.
8. THE HIRER WILL NOT BE COVERED UNDER THE POLICY
(and therefore is personally liable
for all damage) if–Note: Areas where the client is 100% responsible for damages to the car:
A. Driving in excess of speed limits calls for a fine of 80 US$ as per Section120 Traffic Act, Keep the
80 km/hr. on the highway and 50km/hr. in
B. Single vehicle accidents or rollovers will call in a fine of $ 1000 USD plus the Excess in section 7
of the Agreement.
C. Damage to the vehicle caused by careless, reckless driving, Engine Knocking (passing through deep
water, calls Fine of US$ 1000 for Rav4 and Toyota Land cruiser US$ 1500.)
D. Damage to the vehicle is caused by lack of proper care as clause 4
E. Driving on restricted roads/areas like off-tracking in Kenya, Tanzania, Uganda, Rwanda, and Burundi
F. During weather conditions like the rainy season, the client has to take care when driving in muddy areas
and avoid passing in deep areas
G. Underbody coverage, damage to the underbody of the vehicle is considered a result of careless
H. Cross Border Insurance: Our vehicles are insured for use in Uganda only, Hirer shall not attempt to
take the vehicle Cross border without prior consent from the operator and the hirer must buy
COMESA insurance is processed by the operator at 100$$$$ for 20 Days or fewer days.
I. Clients going across borders must provide proof of an exit confirmation from the foreign country visited and
failure to do so will be subjective to a surcharge of 400$$$ to drive the car back to that country to exit
J. Use of fuel from restricted petrol stations, clients are supposed to take fuel from only Total, Stabex, kobil and Shell petrol
For: Gorilla Permits Bookings, CarRental, Self Drive Tour Planning, Accommodation
www.carrental4x4.com, Email: firstname.lastname@example.org,
Tel: +256777131912/ +256 701893844
9. DRIVING TIME & ADVICE.
A. The vehicle has to stop operation at 7:00 pm and should start at 6:00 am (East Africa Standard time)
SUNRISE TO SUNSET anything that happens beyond the mentioned time the hirer will pay for all
the damages to the car on top of 1200$ fine unless consented by the operator.
B. In even the car is hired with a driver, the driver guide will stop driving at 7:00 pm and night game
drives are a subjective notification to the car hirer
C. Speed Limit in National Park is 40KM/h and do ‟t go off track, whoever does it, is at his own
risk for any penalties resulting from it, the hirer is 100%responsibe for any penalties/charges
D. Animals in the National Park have 100 % the Right of way and clients are to be 100Metres Away
from Fierce Animals like Elephants and the operator will not be liable for damages to the car. And
accidents in the park, the client/hirer is responsible for the charges and fines,
10. FUEL & GASOLINE
No credit will be given for unused fuel at the end of the rental and no refund for unused days /rental
During the breakdown, the operator will Arrange for the mechanic to repair the car within 12hrs and if the damage can’t be repaired within one day, the operator will compensate the hirer for the day lost if the operator fails to get a replacement car
11. RETURN VEHICLES
At the start of the rental, the Hirer shall mention the last destination where the car shall be picked up by
the operator, deliver the vehicle to the place of business of the Operator or obtain the Operator’s consent
to the continuation of the hire (in which case the Hirer must pay additional hire charges for the extended
term of hire).
12. BREACH OF THE CONTRACT
Any addition and alterations to these terms and conditions shall be Null and void unless agreed upon in
writing by both parties and signed by the
In case of an accident, the client will be subject to a driver for the entire remaining trip period at an extra fee
of USD 75 in Tanzania, Kenya, and Uganda and 100$$ in a foreign country per day.
Cancellation And Refund Policy
After deducting the gorilla permits, chimpanzee permits as well as flights and other logistical items required for booking a safari or car hire on self-drive which are paid directly to the government direct that are nonrefundable, are calculated, and following cancellation charges apply to a group tour or individual tour according to your booking terms and conditions.
The percentages of the remaining money after the deduction and catering for the above items shall apply to any refunds below
- 75days and above (30% will be charged)
- 60days before the start of the safari 60% will be charged)
- 30 days before the start of the safari 80% will be charged
- 28days before the start of the safari 100% will be charged
We regret that we don’t refund any expenses costs or losses incurred as a result of any cancellation or reschedule and such costs including those to our service providers shall also be directly charged off the client’s prior deposit before issuing a refund.
All cancellations requests must be done in writing and will be effective on the day you received the receipt by Carrental4x4
(T) The operator requires you to notify your final destinations on arrival.
Start …………………….……………. Destination……………………………………………………….
Diversion from the Mentioned Destinations you are Reliable to Penalty Operator
SIGNED ………………………………………. Date………………………..
Signed ……………………………………………. Date……………………
Please for Urgent help and change in the travel plan contact us via this number Call on:
Denis +256772095189 +254722802513 ASTONE +256777131912 WATTSAPP