Courtesy vans and hire vehicles: why small firms are struggling to stay mobile after a claim

When a van is off the road after a crash, theft or major fault, the first problem for a small firm is simple: how do we keep working tomorrow, next week, and the week after that?

For many businesses, the real difference is not just how the damage is fixed, but whether the policy actually provides a courtesy or hire vehicle that you can use for work while everything is sorted out. Repair and claim times can run longer than people expect, which is when the smaller lines in your policy about replacement vehicles suddenly matter a lot.

This guide explains:

• Why repairs and claims can drag on
• How courtesy vans, hire vehicles and credit hire work in practice
• What to check in your policy before a claim
• What you can do if your van is already off the road

Why van repairs and claims can take longer than you think

Parts delays and back orders

Modern vans use specific parts, sensors and electronics. If a key part is out of stock or on back order:

• Repairs can stall while the garage waits for it to arrive
• Even a light bump can keep a van off the road if the damaged part is hard to source
• Imported or brand-specific components can add more time

Bodyshop queues and engineer approval

Even when parts are available, there can still be a queue:

• Approved repairers may already have a line of vehicles waiting
• The insurer may need an engineer report before repairs start
• If there is a question over repair cost vs write off, that adds extra steps

Write offs and sourcing a replacement van

If the van is a total loss:

• The insurer needs to agree a settlement figure
• You then have to find and buy a replacement in a market where good work vans can be in high demand
• If the van is on finance, the lender needs to be paid, which can affect timing

Put together, even a straightforward claim can leave a tradesman or small firm without a van for longer than they expected when they first bought the policy.

How being off the road hits tradesmen and small firms

For most trades and small businesses, the van is how tools, materials and staff reach the job. It is often central to income, not a spare vehicle.

When a van is off the road:

• Jobs can be cancelled or pushed back
• Customers may move to someone who can attend sooner
• Staff may have dead time if they cannot reach sites
• You may end up paying for short term hire from your own pocket if cover is limited

This is why the detail of your replacement vehicle cover can matter just as much as the repair itself.

Courtesy vans, hire vehicles and cash in lieu – what is the difference

Not every policy handles replacement vehicles in the same way. In broad terms, you may see three approaches.

Courtesy van from an approved repairer

Some policies include the use of a small courtesy van while your own van is being repaired by an approved repairer.

Points to watch:

• Often only available if you use the insurer’s chosen repair network
• Usually only while repairs are in progress, and not always for theft or total loss
• The courtesy vehicle may be a small van or even a car, not a like for like work van
• Use can be limited, for example social and commuting only rather than full business use

This can help with basic mobility, but may not cover everything a working van is used for.

Hire vehicle cover under your policy

Other policies include a separate hire vehicle benefit, sometimes as an optional extra.

Common terms:

• A set number of days of van hire after an insured loss
• Daily hire value limits, which can affect the size and type of van supplied
• Rules on who can drive the hire vehicle and what class of use is allowed

This type of cover can be more flexible than a simple courtesy van, but it still sits within clear limits. Some policies only provide hire in certain claim types, such as where another insured driver is at fault and liability is accepted. Others offer some level of help after a wider range of claims.

Credit hire after a non fault accident

In non fault cases, a third party hire company may offer a van on a credit hire basis, then look to recover costs from the insurer of the at fault driver.

Key points:

• The hire agreement is usually between you and the credit hire firm, not your own insurer
• Terms can be strict about returning the vehicle once repairs or settlement are complete
• There will still be checks on licences and usage

Credit hire can help keep you mobile, but it is important to read the agreement and understand who is responsible for what.

When there is no replacement vehicle at all

Some budget policies do not include courtesy or hire cover. In those cases, you may need to:

• Arrange your own hire at your own cost
• Use another vehicle, if insured correctly, to cover essential work
• Rely on rescheduling jobs until your own van is back

This is often where the cheapest quote can become more expensive once lost work and extra hire bills are taken into account.

What to look for in your van insurance before a claim

When you check quotes or look at your renewal, it helps to read the sections that deal with replacement vehicles, not just the main cover summary.

Key points to check:

Is a replacement vehicle included at all?

Look for clear wording about courtesy vans, hire vehicles or “replacement vehicle” cover.

Is the replacement a car or a van?

Some policies only promise a small car. If you need load space for tools and materials, that may not be enough.

What class of use applies to the courtesy or hire vehicle?

The replacement vehicle may have tighter rules than your main policy, for example social and commuting only, or no hire and reward work.

How long does the replacement cover last?

There may be a set number of days of hire, or it may end when repairs are complete, whichever comes first.

Does it apply to all claims, or only some claims?

Certain benefits only apply when another insured driver is at fault and their insurer accepts liability. Others apply more widely, but still with limits.

Do you have to use an approved repairer?

In many cases, the courtesy van is only available if you repair within the insurer’s network.

Who is allowed to drive the replacement vehicle?

A courtesy or hire van might only be for the policyholder, even if your main cover allows any driver or a list of named drivers.

Spending a few minutes on these points at quote stage can make a big difference to how your business copes if a loss happens.

Practical steps if your van is already off the road

If you are in the middle of a claim now, there are a few simple steps that can help.

First calls to make

• Make sure everyone is safe and, where needed, that the incident has been reported to the Police
• Contact your insurer or broker as soon as you reasonably can and follow their claim process
• Ask clear questions about repair timescales and whether your policy includes a courtesy van or hire vehicle, and on what terms

Evidence and record keeping

Keep basic records, such as:

• Photos of the damage, scene and any important details
• Notes of dates, times and names from calls with insurers, repairers and hire firms
• A simple record of cancelled or delayed jobs that link to the van being off the road

This can help if there are later questions about delays, hire periods or losses.

Talking to customers and staff

• Give customers honest timeframes based on what the insurer and repairer have said
• Avoid promising dates that rely on parts arriving early or extra goodwill from third parties
• Explain to staff what cover is in place and what temporary arrangements you are making

Clear communication can support relationships while the claim is ongoing.

Courtesy vans, hire vehicles and claim delays – FAQs

How long does a van insurance claim usually take?

There is no fixed standard. Simple repairs with quick parts supply can be sorted in a matter of weeks. More complex damage, parts delays, total loss assessments or disagreements can push things out further. Your insurer should be able to give a rough idea once they have seen the van and spoken to the repairer.

Will my policy give me a replacement van while mine is repaired?

Some policies include a courtesy van or hire vehicle, others do not. Even where it is included, it might only apply if you use an approved repairer or only for certain types of claim. The only safe way to know is to check your policy wording or ask your broker or provider to confirm.

Do I always get a like for like courtesy van?

Not usually. Many courtesy vehicles are small vans or cars, and they may not be set up for heavy tools, towing or specialist fittings. Weight limits, towing limits and class of use can all be different from your own van. If you rely on specific features, it is important to assume a standard courtesy van will not match them unless the policy clearly says otherwise.

Does the same class of use apply to the courtesy or hire vehicle as my own van?

Not always. Some replacement vehicles are restricted to social and commuting use, even if your main van has business use or hire and reward. If you need to carry tools, materials or paid deliveries in the courtesy or hire van, you should check that the class of use on that vehicle allows it before you rely on it for work.

Are the same drivers covered on the courtesy or hire van as on my main policy?

Often the rules are tighter. A courtesy van may only be for the policyholder, or for a smaller group of drivers than your usual “any driver” or named driver list. Hire firms also have their own age and licence rules. Do not assume everyone who can drive your own van can automatically drive the replacement.

What can I do if a repair delay is dragging on?

You can ask your insurer or broker for an update, request a clear explanation from the repairer, and check whether any other options exist within your policy terms. Keeping a log of dates, calls and emails can help if you need to raise concerns more formally.

Can I hire my own van and claim the cost back?

Sometimes policies will contribute to hire costs within set limits, especially in non fault claims, but this is not something you can rely on without checking. Always speak with your insurer or broker before arranging your own hire if you expect them to reimburse you, and keep all invoices and agreements.

Next steps for van owners who rely on their vehicles

If your work depends on a van, it is worth treating replacement vehicle cover as a core part of your insurance, not a minor extra.

You can:

• Review your current policy to see what courtesy or hire cover it really includes
• Think about how long your business could cope without a van
• Compare quotes that show the differences in replacement vehicle terms, not just the main premium
• Speak with an FCA authorised broker if you have more complex needs, such as multiple vans, higher risk work or tight job deadlines

A clear view of what will happen if your van is off the road will not stop a claim, but it can make the disruption more manageable when it matters.

VanCompare Editorial Team

The VanCompare Editorial Team produces clear, practical insurance guides for UK tradesmen, couriers and small business owners. We work with FCA authorised insurance brokers and use insurer information where relevant to explain insurance topics in plain English and help drivers make informed decisions about cover.

Where relevant, our content is checked against publicly available UK guidance and information from sources such as the FCA and GOV.UK to help keep it accurate and up to date.

This content is for general information only and is not financial advice.