Terms and conditions

Booking Agreement & General Terms

All bookings are accepted strictly under the agreement that these Terms & Conditions apply in full, without exception. Confirming a booking—whether verbally or in writing—constitutes a binding agreement to abide by these terms at all times. It is the customer’s responsibility to review these conditions thoroughly and contact me with any questions prior to booking transport. All quoted fees and charges are final and non-negotiable.

Equine Welfare & Behavior During Transit

I reserve the right to alter the travel arrangements or transport method if a horse becomes distressed, ensuring their safety, minimizing stress, and facilitating a calm journey between collection and delivery. If alternative travel arrangements fail to settle the horse and there is a risk of self-injury, a qualified veterinarian will be called to assist. All associated veterinary call-out fees and sedation costs remain the sole responsibility of the client named in the contract.

Estimated Times & Delays

All collection and delivery times are estimates only. While we do everything possible to adhere to schedule, traffic, road conditions, and weather may alter arrival times. I will always keep you updated where possible. Should severe delays necessitate overnight stabling, all associated costs are to be covered by the customer.

Emergency Veterinary & Stabling Fees

All veterinary fees and additional stabling costs beyond those specified in the original quote must be covered in full by the owner. Should a horse require urgent veterinary care and we are unable to reach the owner, we reserve the right to engage a veterinarian on your behalf. Under all circumstances, the owner remains fully and exclusively responsible for any veterinary or emergency charges incurred.

Fitness to Travel & Refusal of Service

All horses must be fit, healthy, and sound for transit. For horses being transported to a veterinary facility, a valid veterinary certificate of fitness to travel must be presented alongside the horse's passport at collection. Please inform us beforehand if you require extra loading time so we can arrive earlier to ensure a calm environment.

I reserve the right to refuse transport, halt transit, or unload a horse at any point if we determine that continuing poses a risk to the horse, myself or the vehicle. This decision is final, and full transport fees will still apply. If emergency unloading at an alternative location becomes necessary, the owner is solely responsible for all resulting stabling, veterinary, or subsequent transport expenses.

Quotations, Rates & Payment Terms

Quotes are valid for 14 days from issue. All quoted prices are based on information provided at booking. If inaccurate details result in extended routes or journey times, additional charges may apply. Excess waiting time is billed at £25 per 30 minutes.

An invoice will be generated upon booking. Payment must be made in full prior to delivery or by the end of the journey. Accepted payment methods include bank transfer (BACS) prior to delivery or cash on collection/delivery.

Passports, Microchipping & Legal Documentation

Horses must travel with a valid, original passport (or official duplicate; photocopies are not accepted by law) presented to the driver at collection.

In accordance with UK DEFRA regulations, all equines must be microchipped and registered with the Central Equine Database (CED). All horses must be microchipped or have up-to-date silhouette markings in their passport. I reserve the right to scan microchips to verify identity prior to loading.

Travel Preparation & Out-of-Hours Transit

It is the sender's responsibility to prepare the horse for travel, including fitting travel boots, bandages, or tail guards. Horses will travel dressed as handed over to us. Please ensure your horse is provided with a well-fitted headcollar and sturdy lead rope.

While I aim to operate during standard daylight hours, early morning or nighttime transit is sometimes required (especially during winter months). Our horsebox is equipped with full interior lighting for nighttime loading and transit.

Owner Liability & Transit Insurance

All horses and equipment travel at the owner's risk, and owners remain personally liable for their horse during transport. Horses transported by Tracey Fry Equine Transport are covered under our "Care, Custody and Control" policy. Please note: This is commercial liability coverage and DOES NOT replace personal equine insurance; it does not cover sickness, disease, injury, loss, or death unless caused by proven direct negligence on my part.

I strongly recommend contacting your insurance provider in advance to confirm transit cover. For short-term transit insurance quotes, I suggest contacting Lycetts on 01638 676700. Any damage caused to the vehicle by the horse during loading or transit must be paid for by the owner.