Days Fleet - CV by BVRLA

Goods Vehicles over 3.5t and Minibuses with up to 17 seats

to Days Fleet

The aim of this guide

The aim of the BVRLA Fair Wear & Tear Guide is, firstly, to provide information to drivers and fleet operators about looking after a lease vehicle so that end of lease charges can be avoided and, secondly, to provide an industry-wide, accepted standard that defines fair wear and tear on commercial vehicles over 3.5 tonnes and minibuses with up to 17 seats when they are returned at the end of a lease contract or finance agreement. Separate Fair Wear & Tear Guides are available for small to medium-sized vans and passenger cars.

Fair wear and tear occurs when normal usage causes acceptable deterioration to a vehicle.

When BVRLA members review deterioration in the vehicle’s condition at the end of a contract or finance agreement, they consider the age, mileage, use of the vehicle and whether it has been looked after sufficiently.

Fair wear and tear should not be confused with damage, which occurs as a result of a specific event or series of events, such as an impact, inappropriate stowing of items, harsh treatment, negligent acts or omissions.

This Fair Wear & Tear Guide is produced by the British Vehicle Rental & Leasing Association (BVRLA) with the assistance of a specialist working group drawn from BVRLA members, their customers, fleet operators, representatives from the Road Haulage Association (RHA) and Logistics UK and independent market experts.

Throughout this BVRLA Fair Wear & Tear Guide the term vehicle is interchangeable with ‘trailer’ and ‘semi-trailer’.

What does the BVRLA Fair Wear & Tear Guide contain?

What does the Fair Wear & Tear Guide contain?

The guide contains advice and guidance that drivers and operators can use throughout the period of the vehicle contract. For example, tips on looking after the vehicle, information drivers and fleet operators should know at the start of the lease, tips on appraising the vehicle’s condition at the end of the lease, and what to expect on the day the vehicle is returned. It also shows how to complain if things go wrong.

The BVRLA Fair Wear & Tear Standard is also included. It defines the industry standard at return for every aspect of the vehicle’s condition. For ease of reference, the condition of the vehicle is considered under the following headings:

› General appearance and road safety

› Maintenance, servicing, repairs

› External specialist equipment like tail lifts

› Exterior body, paintwork, cab, air management and in-fill panels, bumpers and trim – these are areas that don’t have heavy wear

– see blue zone (page 17)

› Body and tipper floors, coach steps, load areas or working areas subject to heavy wear through normal operation – see yellow zone (page 21)

› Interior Cab, driver and passenger/ crew areas of vehicles – see magenta zone (page 23)

› Tyres, wheels

› Windows and glass

What does the BVRLA Fair Wear & Tear Guide contain? (continued)

What does the Fair Wear & Tear Guide contain? (continued)

The fleet operator or customer named on the contract should be clear at the outset of the lease or finance agreement about their obligations to ensure that the vehicle is appropriately looked after and returned in the required condition.

Vehicle handover

There needs to be a professional handover by the leasing company or service provider when the vehicle is new. Giving information about vehicle servicing, maintenance, functionality of its features, accessories and fitted equipment will be part of that process. ADAS equipment should be included in the handover because damaged equipment like cameras and radars that are fitted to monitor the road ahead will impair functionality.

Preventative maintenance

Having an effective preventative maintenance system in place will ensure operator compliance and road safety. It will also help to achieve lower fleet operating costs, less downtime and a reduced likelihood of incurring end of lease charges at vehicle return.

Daily Inspections

Truck and bus drivers are obliged to carry out daily walk-around inspections, checking for anything from tyre damage to broken sidelights. ADAS camera misalignment and visible damage to the radar should be part of that check.

Advice

Ask the leasing company or service provider for advice on maintaining and operating the vehicle, or information about where such advice can be sourced and provided.

Advice for customers during the term of the vehicle lease

The vehicle, its equipment and accessories must be used, maintained and looked after according to the vehicle manufacturer’s guidelines.

The lease company or service provider should:

› At start of the contract, supply information on the return standards required by the leasing company. Following this advice will keep the vehicle in good condition and minimise any end-of-lease charges

› Provide an inventory detailing all standard and optional equipment supplied with the vehicle at start of contract.

Regular vehicle inspections and best practices in fleet management will help prevent damage through harsh treatment and embed a culture of looking after the vehicle and its equipment.

Many of these checks are legal requirements to ensure the vehicle is always safe and roadworthy.

They are also critical in ensuring that excessive wear and tear is identified early and any damage repaired promptly.

The leasing provider will take care of routine servicing and maintenance if the vehicle is on a maintenance-inclusive contract or a fleet-managed arrangement.

Leasing companies and service providers may provide advice and guidance to help customers look after their vehicle if asked to do so.

Advice for customers during the term of the vehicle lease (continued)

Advice for customers during the term of the vehicle lease

(continued)

Customers should:

› Use, maintain and look after the vehicle in accordance with the vehicle manufacturer’s guidelines.

› Follow the advice provided to keep the vehicle in good condition, help maintain its performance, and preserve its safety features and emissions standards. Looking after the vehicle appropriately will minimise any potential charges at the end of contract.

› Adhere to the manufacturer’s recommendations regarding fuel and fuel blends, additives such as Adblue, lubricants and battery recharging because the vehicle’s warranty may be invalidated and long-term damage caused through inappropriate use of fuels, additives, lubricants and battery usage.

› Report any suspected manufacturer’s faults identified on any part of the vehicle to its bodywork, trim, or equipment to the leasing company or service provider as soon as possible to get the issue resolved.

› Liaise with the leasing company or service provider if the anticipated use, operating conditions, environment or geographical location of the vehicle change during the term of the lease or contract.

› Liaise with the leasing company or service provider 10-12 weeks before the contract end to ensure any private number plates are transferred from the current vehicle(s) to the new one(s).

› Organise the recalibration of any tachograph equipment.

Appraisal tips for customers before returning a lease vehicle

› Carry out an appraisal of the vehicle 10 to 12 weeks before the vehicle is due for return. This will allow you to arrange to have any damage rectified and missing items replaced.

› Before appraising the vehicle, make sure that it has been washed and is thoroughly clean, but remember to allow time for it to dry. Water on the paintwork can mask faults.

› Choose a time and place with good light. This is how the leasing company or service provider will examine the vehicle. Appraisals carried out in poor light invariably miss some faults.

› Check the terms of your contract for information on the return standard required and consult with the leasing company or service provider if you are in a ny doubt.

› Walk all the way around the vehicle and closely examine each panel, including the roof, bonnet, doors and body, for significant damage. Observe where the light is reflected differently from any dents and scratches.

› Carefully examine the front and rear of the vehicle and look along each side. This will help you see scratches and dents that may otherwise be difficult to spot.

› Inspect lamps, lenses, windows and mirrors for chips, cracks and holes.

› Check the tyres for damage. Check that the wear on the tread across each tyre is even.

› Inspect wheels, wheel rims and wheel hubs for rust and corrosion.

› Clean and valet the cab, interior passenger, crew and load areas.

› Check upholstered areas for odours, tears, burns, stains and wear.

› Inspect all in-cab and external equipment controls – including audio equipment and accessories. They should be present and fully functional.

› Check the vehicle against the BVRLA Fair Wear & Tear Standard.

› Arrange to repair areas of damage and replace missing equipment and accessories before the vehicle is returned, ensuring that any work carried out is done to a professional standard by reputable repairers using OEM or OEM equivalent parts.

› Major repairs will require the approval of the leasing company or service provider before the work is carried out.

End of lease charges

What customers should expect at vehicle return

Customers can expect to be treated fairly. They must be advised what to expect when the vehicle is to be returned. Some leasing companies and service providers arrange a full vehicle inspection and condition report upon collection from the customer’s premises. Other leasing companies and service providers will collect the vehicle, make a note of its condition by recording all readily apparent damage and missing equipment and complete the final inspection later at a nominated site.

It is recommended that the customer, fleet operator or appropriately knowledgeable representative is present when the vehicle is inspected at return.

If the vehicle is not sufficiently clean to allow a detailed inspection, the collection process may need to be aborted and a charge may be applied. Customers will be asked to agree to postpone the inspection and to sign the condition report to that effect.

If the BVRLA member intends to apply any charges, for example for excess mileage, damage or missing equipment, the customer must be advised of those charges no later than four weeks after the vehicle was collected or returned. The customer may be advised at the time the vehicle is collected or returned.

If charges are being applied, the BVRLA member should provide a summary breakdown of the charges, including the repair method/type of repair.

Customers should also be provided with photographic/ video or other documentary evidence to help justify or support the charges made.

Customers must also be advised of their right to query any end of lease charges.

End of lease charges (continued)

Why do we have end of lease charges?

End of lease charges are applied when the vehicle, its equipment and accessories are not used, maintained or looked after as originally agreed at the start of the lease or contract. These charges compensate the leasing company for the cost of rectifying damage and replacing missing items, such as keys, tail lift wander leads, wheel jacks and cab tilt bars.

Customers can expect to incur end of lease charges if there is no evidence that the vehicle has been serviced and maintained.

Charges can still be applied at end of lease in cases where the leasing company or service provider decides for commercial reasons not to repair damage or to replace missing equipment before the vehicle is sold.

Customers are not charged at end of lease for any refurbishment that arises from normal wear and tear.

Customers can arrange to repair any damage that is outside the agreed return standard before returning the vehicle, provided the repairs are carried out to a professional standard by a reputable repairer who can provide a full transferable warranty on their work.

Major repairs will need prior approval from the leasing company or service provider.

What BVRLA members must do

On entering the lease agreement, BVRLA members must clearly explain:

› Their end of lease vehicle return standard.

› The required condition of the vehicle at end of the lease or contract.

› The presence and condition of any vehicle keys, fitted equipment and accessories (inventory).

› How they require you to look after the vehicle (e.g. servicing and maintenance) during the term of the contract.

BVRLA Code of Conduct

BVRLA members are obliged under the BVRLA Code of Conduct to trade fairly and responsibly in all dealings with their customers. The BVRLA promotes ethical trading, clear pricing, transparent terms and conditions and the provision of high-quality vehicles and customer service. The Code of Conduct sets out the standards that BVRLA members must comply with regarding pre- and post-contract procedures, level of customer support during the contract period, and how customer complaints should be handled.

In case of a dispute

In the event of a dispute about the condition or damage to the vehicle, customers have the right to pay for a review of the documents and photographic evidence by an independent qualified engineer, e.g. an engineer who is unrelated to the original inspection and agreed by both parties. The engineer’s decision will be binding on both the customer and the BVRLA member.

If the engineer finds in the customer’s favour, the BVRLA member will refund the reasonable cost of the examination.

BVRLA dispute resolution process

The BVRLA is approved by Government as a Consumer ADR body under the Alternative Dispute Resolution for Consumer Disputes (Competent Authorities and Information) Regulations 2015.

Those who are unhappy with the service received from a leasing company should in the first instance inform the company of the issue to give them a chance to resolve the matter. Contact them in writing, explaining the issue and how you would like them to put things right.

If an issue remains unresolved and the final response from the leasing company is deemed unsatisfactory, the customer can escalate a complaint to the BVRLA Alternative Dispute Resolution (ADR) service as long as the leasing company is a BVRLA member.

BVRLA Code of Conduct

(continued)

Customers of BVRLA members have access to the ADR at no cost. The ADR is a restorative justice service, not a compensatory scheme.

Further information on the ADR service is available here: bvrla.co.uk/consumer-advice

Alternatively, a complaint can be submitted by post to: Dispute Resolution Team, British Vehicle Rental & Leasing Association, River Lodge, Badminton Court, Amersham, HP7 0DD

The BVRLA dispute resolution team will find out the facts of what’s happened.

BVRLA members are expected to respond to our request for information within five working days, in keeping with our Code of Conduct. The case is reviewed without bias, based on the evidence supplied by both parties. A decision and explanation of findings and recommendations are supplied in writing.

The BVRLA aims to resolve all complaints within 30 days of receipt.

BVRLA members are obliged under the BVRLA Code of Conduct to comply with the Dispute Resolution service’s findings.

The BVRLA Fair Wear & Tear Standard

General appearance and road safety

Vehicles should be legally compliant, roadworthy and free of any damage.

The vehicle’s exterior should be sufficiently clean to allow a detailed inspection. The interior should be clean. The vehicle, including bodywork and any fittings should be free of damage subject to the fair wear and tear tolerances explained on pages 17 to 23.

Maintenance, servicing and repairs

The vehicle and its auxiliary equipment should have been maintained in line with the manufacturer’s guidelines.

› The vehicle and fitted equipment should be returned in a safe, legal and reliable mechanical condition and capable of passing the relevant statutory test (MOT, LOLER etc).

› The vehicle should have been maintained in line with the manufacturer’s recommendations regarding fuel and fuel blends, additives such as AdBlue, lubricants and battery recharging (if an electric or hybrid vehicle), because the vehicle’s warranty may be invalidated, and long-term damage caused, through inappropriate use of these items.

› The period remaining on the vehicle’s relevant test certificate, as well as that of any fitted equipment, at end of lease may be stipulated in the lease or service contract. If the service and maintenance records are kept electronically, the customer must produce evidence that the vehicle has been serviced and maintained according to the vehicle manufacturer’s service and maintenance schedule.

› Appropriate evidence would include hard copies of the service record or invoices clearly showing

the date, vehicle mileage reading and the repairer/service agent’s stamp. Customers should remove any sensitive personal information from such documents.

› Any repairs made to the vehicle before its return must be to a professional standard by repairers who can provide full warranty on their work. Sustainable repair initiatives, such as green parts can be used provided they are Original Equipment Manufacturer (OEM) green parts, and the repairer provides a full warranty on their work.

The BVRLA Fair Wear & Tear Standard (continued)

Maintenance, servicing and repairs (continued)

› Unauthorised odometer changes and mileage blockers are not acceptable. Any odometer malfunctions must have been reported to the leasing company. The customer fully warrants that the mileage reading at the time the vehicle was collected is correct.

Documentation

All vehicle and auxiliary equipment documentation that is legislated including the vehicle’s registration documents, MOT certificates, service records, inspection reports, lifting and tachograph calibration certificates must be valid and available.

The period remaining on the test certificate or auxiliary equipment test certificate at vehicle return may be stipulated in the lease agreement or contract.

Engine, transmission and driveline

The vehicle driveline should be free from defects.

Keys

A full set of keys including master(s) should be returned as originally supplied.

If high-security locks are fitted, these must be operational and keys present.

Any keys or means by which ancillary equipment can be controlled (e.g. T-keys for tail lift controls) must be returned as originally supplied, or suitable replacements provided.

Batteries (including

propulsion batteries)

Batteries (and charging ports if an electric or hybrid vehicle) must be suitable for the vehicle and its safe,

efficient operation. They must be capable of starting the engine from cold without an external charge.

The leasing company may require an independent test of propulsion batteries as part of the conditions of the lease agreement or contract.

Direct Vision Sensors, ADAS, in-cab camera etc.

All original equipment, controls, auxiliary equipment and any nonstandard equipment in the cab area must be present and fully functional.

The vehicle’s ADAS (automated driver assistance systems) must have been recalibrated according to the vehicle manufacturer’s recommendations if any component part, e.g. glass or windscreen(s) has been replaced.

Any damage to direct vision equipment must be repaired to OEM standards, and recalibrated.

Zones

Large vans, trucks, trailers and minibuses are working vehicles and their condition at end of lease or contract must allow for wear and tear appropriate to their operation and use.

The BVRLA Fair Wear & Tear

Standard describes the condition of the vehicle in colour-coded zones or areas as detailed in the following pages.

Blue Zone:

Exterior painted panels, curtains – areas not subject to heavy wear nor in contact with the load.

Yellow Zone:

Surfaces subject to heavy wear – steps, areas close to the road surface or in the contact with the load.

Magenta Zone:

Interior cab, crew and passenger areas.

This cab is intended to represent all configurations of heavy goods vehicles.

Box / Curtain side bodywork on truck or trailer

External surfaces on loading doors (on both box and curtain side) are a blue zone. Any surface in contact with the load is designated as a yellow (working) zone.

Zones (continued)

Drop side/tipper bodywork on truck or trailer

Generally, any surface in contact with the load and/ or subject to heavier wear and tear is designated as a yellow (working) zone.

Lorry with tail lift

Paint deterioration on tail lift platforms is acceptable provided there is no distortion to the platform or uprights. Both the upper and lower surfaces of the tail lift platform are yellow zone.

Specialist bodywork on truck or trailer

There are many body types with specialist working applications. It is recommended that the leasing company/service provider agrees with the customer at the outset of the lease agreement or contract those areas which are to be designated a blue zone (not a working surface) and a yellow zone (a working surface).

Minibus

Shows working surfaces (yellow zone), non-working surfaces (blue zone) and cab and interior areas (magenta zone).

Large van

The rear step will be in the blue zone unless it forms part of the loading area (yellow Zone).

Exterior Body

Applies to exterior paintwork

– cab, rigid body panels, air management and in-fill panels, painted bumpers, body mouldings and mirrors.

There should be no rust, corrosion or discolouration on any painted area. There should be no cracks or deviation from the original shape or position of any panel or component.

Repairs

Repaired chips, scratches and dents outside the fair wear and tear tolerance are acceptable provided the work is completed to a professional standard by repairers who can provide full warranty on their work

Obvious evidence of poor repair such as flaking paint, preparation marks, paint contamination, rippled finish and ill-matched paint is not acceptable.

Replace missing equipment

Customers should refer to the inventory of additional equipment and tools supplied with the vehicle by the leasing company at start of contract.

Chips

Chips of 8mm and less in diameter are acceptable provided the base metal or material is not exposed or rusted. The panel or component must not be deformed or require repainting or replacement.

Dents

Dents of 15mm or less in diameter are acceptable provided the base metal or material is not exposed or rusted. The panel or component must not be deformed or require repainting or replacement.

Measuring chips,dents, scratches and scuﬀs

8mm

50mm 50mm

Blue Zone (continued)

BLUE Zone

Exterior Body (continued)

Scratches

Scratches and abrasions of 50mm or less are acceptable provided the base metal or material is not exposed or rusted.

The panel or component must not be deformed or require repainting or replacement.

Unpainted mouldings, wheel trims

Scuffs and scratches of 50mm or less are acceptable provided the moulding or trim is not broken, cracked or deformed.

Straps and tensioners

All straps and tensioners should be present and operate correctly.

Load-retaining brackets and straps if originally supplied should be complete and fully functioning.

Load restraint centre ridge poles should be in full working order with no significant kinks or damage which prevent load straps from moving freely.

Badges, emblems, logos,

wraps and advertising livery

Badges, emblems, labels, logos, wraps and advertising livery applied to the bodywork or glass with or without permission of the leasing company should be removed and the surface made good before returning the vehicle.

Removing badges, emblems, labels, logos, wraps and livery must be done professionally and with the written agreement of the leasing company.

Damage caused by fitting or removing badges, emblems, labels, logos, wraps and livery is not acceptable.

Light shadowing due to paint fade is acceptable.

Curtains and pelmets

Curtains and pelmets should be free of un-repaired holes and other damage.

› Curtains must run freely and be of tidy appearance.

› Curtain tracks must be undamaged and rust-free.

› Damaged pelmets should be repaired or replaced.

› Repairs to curtains should be to a professional standard and cosmetically tidy.

› Curtains must be replaced when the number and siting of any patched repairs interfere with their smooth running and operation. A curtain with a repaired split of 2m or more is not acceptable

Note: Load-bearing curtains, for example, standard EN12642XL, if originally supplied cannot be repaired and must be replaced.

If curtains are liveried or inked, contact the leasing company for their instructions regarding replacement.

Blue Zone (continued)

BLUE Zone Exterior Body (continued)

Box bodies

and temperature-controlled/ refrigerated

bodies and trailers

The interior of box bodies and temperature-controlled/refrigerated vehicles should be clean and free of any load or residue contamination.

There should be no damage to the roof or side panels through insulating water contamination. The refrigerator motor should operate correctly, as should any temperature control or monitoring device.

Roof and side panels must not be distorted or deformed. Evidence of wear through absence of paint is acceptable.

Chips, scratches and dents within the tolerance levels on page 17 are acceptable.

Any load-restraining devices, surface or flush mounted load lock systems, moveable bulkhead doors, evaporator guards, brackets and straps should be present, free of damage and fully functioning.

The vehicle’s exterior bodywork and any fittings should be free of damage subject to the fair wear and tear tolerances explained on page 17. i.e. the blue zone tolerances.

Wings

Wings must be complete and free of holes.

Spray suppression flaps should comply with legal requirements.

Fuel and Adblue tanks

Fuel and AdBlue tanks should be uncontaminated, securely attached to the vehicle and free of leaks and damage.

There should be sufficient fuel, or full charge in the battery if an electric vehicle, to road-test the vehicle if required contractually.

Refuelling hoses must be present, if originally supplied, and free of leaks.

Blue Zone (continued)

BLUE Zone

Exterior Body (continued)

Oil and coolant

Components should be free of oil, fuel or coolant leaks. Any seepage around seals or gaskets that leaves a surface residue is not considered to be a leak and is acceptable

Vehicle undercarriage

Any impact damage to the vehicle’s undercarriage is not acceptable.

Catalytic converters and other vehicle emission traps must be intact and fully functioning.

Fitted equipment and tools

Additional equipment, components and panels should be present and fully functional.

Tools such as jacks or cab tilt bars must be present if originally supplied. Any replacements must be fitted with the permission of the leasing company or service provider and be of a similar standard and specification.

For a list of fitted equipment and tools, customers should refer to the inventory of additional equipment and tools supplied with the vehicle by the leasing company or service provider at start of contract.

Yellow Zone

YELLOW Zone

Exterior Body – working surfaces

Body and tipper floors, coach steps, load areas or working areas subject to heavy wear through normal operation.

Surface rust is acceptable on these areas of heavy wear, but the corrosion must not compromise the integrity of any panel or component.

Chips and scratches within the tolerance levels on pages 17 and 18 are acceptable.

Damage caused to interior door linings, bulkheads and interior wheel arches through neglecting to secure a load is not acceptable.

There must be no distortion to any panel or deformation to the original shape of the component.

Load contamination

Vehicle bodies should be free of load residue contamination.

Bodies such as tankers, gritters etc. used for the carriage of corrosive and other potentially harmful materials must have been subject to increased maintenance procedures.

Damage and contamination caused to the load area must be made good.

Drop-sides, tippers and platform bodies

Any significant distortion to bodies due to collision or load impact is not acceptable. Any damage that prevents the correct operation and security of the drop-sides or tail-board is unacceptable.

Drop-sided vehicles, tippers and platform-bodied vehicles must be free of holes and gaps from where the load could escape.

Tankers may require specialist cleaning and a degassing certification before return if stipulated contractually.

Yellow Zone (continued)

YELLOW Zone

Exterior Body – working surfaces (continued)

Shutters and doors

Scratches to the paintwork on shutters and doors are acceptable when caused through normal usage.

Shutters and doors should be secure, free from structural damage, holes, gouges and cracks

Cranes, tail-lifts and other fitted equipment

Cranes, tail lifts and other auxiliary equipment must be in a working condition and have current, valid statutory certificates available.

There must be no distortion to the equipment or deformation to the original shape of the component.

Surface rust is acceptable, but the corrosion must not compromise the integrity of any component.

Absence of paint through wear is acceptable but the base material should not be visible.

Trailer couplings/ 5th wheels and draw-bar trailer couplings

Fifth wheel and draw-bar trailer couplings, if fitted, should be free of damage and in a working condition.

Lead-up ramps should be present if originally fitted and free of any damage that would affect their safe operation.

All air and electrical connections to trailers must be present, fully operational and in good condition.

Tow bars

Tow bars must only be fitted with approval from the leasing company. If fitted, a tow bar must be in good, rust-free condition, with electrical connections that work properly.

Magenta Zone

Cab interior, driver and passenger/crew areas of vehicles

Upholstery, seats, seat belts, bunks, fascia, headlinings, armrests, interior trim and other fittings

The upholstery, seats, headrests and interior fittings must be present, clean and odourless with no burns, scratches, holes or gouges, rips, tears or staining

Replacements must match the original specification.

Customers should refer to the inventory of additional equipment and tools supplied with the vehicle by the leasing company at start of contract.

Floor coverings

Floor coverings and surrounding trims should not be torn or spilt. Carpets should not have holes. Foot wells should not have holes that penetrate the base metal or material, such as rubber flooring.

Repaired floor coverings and trim are acceptable provided they have been carried out to a professional standard by reputable repairers using OEM or OEM equivalent parts.

Interior – driver and passenger areas

Interior fixtures and fittings must be present, intact and free of damage.

In-cab equipment and controls

All original equipment, accessories and controls must be present and fully operational, including battery charging leads if an electric vehicle.

Damage to electric vehicle battery charging leads, plugs and sockets is not acceptable. If originally supplied, both fast and slow charging leads must be present.

All personal data such as home address, credit card details etc. should be removed from satellite navigation systems and on-board

computers. A factory reset should be performed to ensure that personal data is not passed on to future vehicle owners.

Any items or equipment fitted or wired-in or mounted on the dashboard should be removed professionally before returning the vehicle and the surface made good. Any holes and other damage must be repaired unless otherwise agreed in writing with the leasing company.

Fuel caps must be present and intact if originally supplied.

Driver safety equipment

All original fitted electrical equipment, including reversing cameras, indirect vision cameras/camera mirror systems, adaptive speed controls, speed limiters and lamps, should be present and fully functioning. Any replacements fitted must be of a similar standard and specification to that originally supplied.

Tyres and wheels

Tyres

Tyres and spares must be legal in all respects and be of the correct type, size and load bearing capacity.

The minimum tread depth required will be specified in the lease agreement or contract and this depth must be present across the full width of the tread and around the entire circumference.

Allowances for remoulded, re-tread or re-cut tyres will be specified in the lease agreement or contract if applicable.

Wheels and wheel covers

Wheels must be the correct size and specification for the vehicle and free of any significant rim damage.

If wheel step rings, covers and trims were originally fitted, they must be present.

Some paint deterioration is acceptable but rust corrosion is not.

Vehicle underside

Any impact damage to the vehicle’s underside is not acceptable. Catalytic converters and other vehicle emission traps must be intact and fully functioning.

Windscreens and glass

All glass areas must be secure, watertight and fully operational.

Heating elements must work properly.

Repaired chips are acceptable provided they are repaired to a professional standard and the work is warrantied.

The windscreen should meet the standards as set out in the HGV and public service inspection manuals:

The following is not acceptable:

› Any obstruction, damage or discolouration which materially affects the driver’s view to the front or the sides through the area of windscreen swept by the wipers.

› A crack passing through the swept area which renders the screen insecure, or which materially affects the driver’s view to the front or the sides through the area of windscreen swept by the wipers.

› Any crack where there is noticeable displacement of the surfaces on either side which has an adverse effect on the condition and operation of the windscreen wipers.

› Damage which exposes the inner layer of a laminated screen.

› Spark damage, e.g. from cutting metals.

Direct Vision Sensors, ADAS, in-cab cameras etc.

All original equipment, controls, auxiliary equipment and any non-standard equipment in the cab area must be present and be fully functional.

Any damage to direct vision equipment must be repaired to OEM standards, and recalibrated.

Windscreens and glass (continued)

Mirrors and housing units

Missing, faded, cracked or damaged mirrors are not acceptable.

The housing unit should not be damaged or cracked. Fading to housing unit is acceptable.

All mirrors must be in a working condition.

Lamps and lenses

All lamps, reflectors and beacon lights must be as originally fitted, secure and fully operational. Holes, gouges or cracks in the glass or plastic covers of the lamp units are not acceptable.

Any after-market fitted lamp, reflector, light or beacon fitted should be removed and the surface made good.

Any holes and other damage must be repaired unless otherwise agreed in writing with the leasing company.

After-market fitted lamps, reflector, light or beacon can remain in situ providing the leasing company has agreed this in writing before the vehicle is returned.

Windscreen and View of the Road

Zone A is 350mm wide in the swept area of the screen and centred on the mid-point of the steering wheel. Light surface scratches are not considered damage. However, an area of concentrated scratches such as those caused by a defective wiper blade, and which affects the view to the front, or the sides, is not acceptable.

Glossary

Abrasion

Multiple marks or scores penetrating the base material, sometimes caused by impact with tree branches.

ADR

Alternative Dispute Resolution. The BVRLA’s service is approved under the Alternative Dispute Resolution for Consumer Disputes (Competent Authorities and Information) Regulations 2015. It accepts complaints from consumers and businesses.

Adblue

Brand name for the non-toxic solution which helps reduce nitrous oxide emissions produced by diesel engines.

Chip

Removal of the surface material (glass or paintwork) in a concise area.

Code of Conduct

BVRLA rental and leasing members adhere to a mandatory Code of Conduct. This provides customers with the reassurance that the company they are dealing with is committed to delivering the highest industry standards of professionalism and best practice. Full details can be found on the BVRLA website.

Dent

Deformation of the surface structure, usually caused by impact damage.

Scratch

A mark or score with raised edges in the surface material glass or paintwork.

Scuff

Light scraping of top surface not penetrating base material.

Warranty

A written promise to repair or replace a component or to do a piece of work again if it is not satisfactory.

About the BVRLA

Established in 1967, the British Vehicle Rental & Leasing Association (BVRLA) is the UK trade body for companies engaged in vehicle rental, leasing and fleet management.

The BVRLA represents over 1000 companies engaged in vehicle rental, leasing and fleet management. Our membership is responsible for a combined fleet of four million cars, vans and trucks – one-in-ten of all vehicles on UK roads.

BVRLA members represent the demand-side of the automotive industry, buying around 50% of new vehicles, including over 80% of those manufactured and sold in the UK. In doing so, they support almost 500,000 jobs, add £7.6bn in tax revenues and contribute £49bn to the UK economy each year.

Together with our members, the association works with policymakers, public sector agencies, regulators, and other key stakeholders to

ensure that road transport delivers environmental, social and economic benefits to everyone.

BVRLA membership provides customers with the reassurance that the company they are dealing with adheres to the highest standards of professionalism and fairness.

The association achieves this by reinforcing industry standards and regulatory compliance via its mandatory Codes of Conduct, inspection regime, government-approved Alternative Dispute Resolution service and an extensive range of learning and development programmes.

Bri sh Vehicle Rental & Leasing Associa on

River Lodge Badminton Cour t Amersham Buckinghamshire HP7 0DD

Tel 01494 434747 Email info@bvrla.co.uk

ww w.bvrla.co.uk