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Wear & Tear Guide

Guide to Wear & Tear

Guidance to help you

This guide defines the limits of acceptable damage to which leasing companies ‘should’ accept as ‘Fair Wear and Tear’

This guide has been produced to help company car drivers, and Fleet Managers to reduce end of contract damage recharges. It is based on the guidelines of the British Vehicle Rental and Leasing Association (BVRLA), but has been interpreted by Assured Vehicle Solutions to give you a clearer understanding. Fleet managers and drivers should use this guide, to compare vehicle condition against clear guidelines of acceptability. We recommend that you make copies of this guide available to your drivers, as to make them aware of the standards, that should be expected from leasing companies, at the end of the contract. By ensuring your drivers know what is expected from them and by taking reasonable steps to ensure the vehicle is cared for properly, the refurbishment costs will be minimised.

Looking after your vehicle

A well looked after vehicle will not just reflect a positive image for your company but will most likely reduce the cost for you when the vehicle is returned. Below are some tips to help you look after your vehicle:

1. Know your vehicle When you take delivery of your new vehicle take time to read the handbook & familiarise yourself with where the controls are & how to operate any features. It is also a good idea to make sure you know where the tool kit and jack is for unexpected flat tyres.

2. Cleanliness Regularly clean the exterior of the vehicle this will help remove bird droppings, grit and any other harmful substances. This can also help Identify damage that requires attention (E.g. rust scrapes etc). Hand washing is a more effective than mechanical car washes which can cause damage to the vehicle paintwork. Remove any marks or stains on the upholstery with an appropriate cleaner as soon as is practical, this will help avoid long term damage.

Looking after your vehicle

3. Servicing Regular servicing and maintenance, should be carried out as recommended by the manufacturer at an approved service agent. For fully maintained contracts, the cost of maintenance is already included in the total rental ‐ just book your vehicle into an approved service agent. The cost of servicing and maintaining, on non – maintenance contracted vehicles is the responsibility of the lessor and must follow the manufacturer’s schedule.

4. Tyres Check the tyres (including the spare) for damage, wear, tread depth and pressures on a regular basis.

5. General Items Take care, with items that can be removed from the vehicle for example, Handbooks, Headrests, Parcel Shelves, Cigarette Lighters etc. These can often be expensive to replace and are required to be returned at the end of the contract.

Looking after your vehicle

6. Keys & Security Most keys are now electronically coded, and form an essential part of the vehicles security system. Both remotes and keys are very expensive components, and must be returned at the end of the contract. Keep spare keys in a safe place. Also ensure alloy wheel locking nuts are also returned.

7. Do your own vehicle examination Time should be taken during the contract period to regularly inspect your own vehicle for defects or repair requirements. Objects that are covered under the manufacturer’s warranty should be addressed with the local authorised agent. The BVRLA guide takes into account a vehicles age and mileage covering overall condition from bodywork and upholstery through to mechanical and electrics. The guide outlines the degree of deterioration judged to be reasonable when a vehicle is returned at the end of a contract.

What Is acceptable & what is chargeable 1. General information All original documentation should be complete with the vehicle, these include: • Manufacturers operation manual, Service book, Any other documentation, such as radio and security codes, The Road Fund License should not be removed from the vehicle

2. Equipment Acceptable Vehicle is as original specification with the above mentioned documentation including 2 sets of keys and keypads originally issued with the vehicle Mechanical & electronics system are in good working order. All options & accessories are to be in good working order. Unacceptable Missing: Tools and equipment, Jack and wheel brace, Badges, Ashtrays, Cigarette lighters, Knobs, Trim clips, Light bezels, Fuel caps, Wheel trims, Service books, Spare wheel, Broken or bent radio aerial. Options, accessories and any keys and keypads originally supplied with the vehicle will be charged for

What Is acceptable & what is chargeable

3. Glass Acceptable Minor windscreen chips as long as it does not interfere with the drivers line of sight and passes a standard MOT Minor scratches that can be removed by professional polish Unacceptable Any chips within the drivers line of sight, Cracks Separation in the lamination (as a result of damage), Bulleyes, Milkiness in the shield, Cracked, broken or missing external mirrors, Replacement windscreens which do not conform with the manufacturers specifications, Window tinting darker than allowed by legislation

4. Lights Acceptable Roadworthy without missing or damaged lights Unacceptable Full of water, Cracked, Broken, Bullseyes, Discoloured, Lights that have been dislodged from mountings

What Is acceptable & what is chargeable

5. Paint & Bodywork Acceptable Light scratches, up to 25mm long (or 2 pence piece), are acceptable providing they have not penetrated to the base metal, Minor dents up to 10mm (or 5 pence piece), are also acceptable if there is only one in any panel, Light chipping and scratching to mirror surround Unacceptable Scratches, Dents over 10mm (or 5 pence piece), Sub ‐standard panel and repairs e.g.: paint runs; mismatched paint; poor preparation of surface leaving sand and/or file marks; peeling of top coat or clear coat, Gauges and scrapes

6. Wheels, Tyres & Trims Acceptable Light damage to wheel rims, Light scuffing to wheel rims This type of damage is NOT expectable

Unacceptable Steel rims bent or twisted, Alloy rims that are scraped and gouged from kerbs, Wheel trims that are mismatched, cracked, broken or missing, Missing spare wheels and tyres, Replacement wheels of lesser quality than those originally supplied with the vehicle, Tyres that are damaged through misuse or negligence, Tyres with uneven wear and with less than 1.6mm of tread, Tyres that are mismatched in tread pattern, height, width or composition on the same axle

What is acceptable & what is chargeable

7. Carpets & Upholstery Acceptable Clean and undamaged condition, Light staining ‐ provided it can be removed by shampooing Unacceptable Cuts, Burns e.g. Cigarette, Mismatched colours, Badly stained, Torn, Holed heel pads, Excessive odour, Damaged boot lining

8. Seat Belts Unacceptable Webbing, torn or cut and will fail a MOT

9. Interior Dashboard, Fascia, Trim

This type of damage is NOT expectable

Acceptable Light staining providing it can be removed by steam cleaning Unacceptable Cuts, Tears, Dents, Deep scratches, Holes made to accommodate an accessory (e.g. car phone, navigational aid) Burns, Stains that cannot be removed by steam cleaning, Removed items or accessories (unless done with prior consent of “The Leasing Company”) e.g. ashtrays, glove box lid, radio, stereo, etc

What is acceptable & what is chargeable

10. Servicing / Mechanical (non- maintained contracts only) Acceptable Normal mechanical wear for age/mileage Unacceptable Any scheduled service that is overdue, Any mechanical item that prevents the vehicle from being used for its normal functions e.g. slipping clutch, overheating, brake faults, Service and handbooks missing Please Note: Where replacement parts are required, they are normally charged at Manufacturer’s list price. Costs of repair damage will be recharged where damage has been caused due to vandalism, accident, negligence or where a poor repair has been performed that needs to be rectified. The cost of damage is based on the current market pricing for a quality repair in line with the age, mileage and value of the vehicle.

Disclaimer: Please note that this is a guide to assist drivers and fleet managers to establish acceptable and unacceptable ‘fair wear and tear’ on the vehicle at the end of the contract. The guide does not cover every aspect of the vehicle and there may be extra items that are missing or damaged through negligence that may be charged at the leasing company’s discretion.

The appraisal of your vehicle Tips for a successful appraisal of your vehicle We suggest that you download the vehicle inspection sheet from our website. This check sheet is similar to the inspection sheets used by leasing companies and should be used 6‐8 weeks before returning your vehicle to assess areas of damage which could incur penalties. Each leasing company will have slightly different criteria so you may need to refer to your contract. Before you begin, make sure your vehicle has been cleaned, dried and that you are inspecting the vehicle in good daylight. To protect you, when the vehicle is appraised by the leasing company always ensure you keep your copy of the appraisal paperwork. Check the appraisal sheet, has anything been missed? Always remember to sign and date the sheet, make sure the collection agent also signs it.

Chips

Broken

Rust

Scrtch

Dent

Other (cracks)

Windscreen Chips

Parcel Shelf

Head Lining

Dashboard

Carpets

Int Door Trims

Rear Seats

Front Seats

INTERIOR

Other Burn

Odour? Smoked in?

Interior Valet needed?

Is Interior Clean?

INTERIOR

Aerial (Radio)

Roof

O/S Sill

O/S/F Wing

Chips

Rust

Torn

Dent

NONE

Stained

Scrtch

Water Level

Oil Level

Hands Free Set Fitted

Tax Disk

V5 Reg. Document*

Service Book

Spare Wheel

Jack/Tools

Original Radio Cass/CD

No of Keys

Master Key*

FITTINGS YES

GOOD

WORN

POOR

When you hand the car keys over, don't forget to remove your front door key and personal keyrings.

Ladies shoes. The car park change that you keep in the ashtray.

Dartford Tunnel tags and parking permits (both on screen).

Empty personal items from glove compartment, map pockets, centre consul, rear centre consul, sun visor pocket, hidden pockets and check spare wheel.

Remove CDs from deck and multi-player (check the boot).

The master key and/or spare key (at the back of the kitchen draw?) Peugeots also have a credit card sized keycard.

Things people forget.

If you are collecting a new car you may need to take proof of ID.

On the day that you return your car, you will have to leave them some petrol, and some contracts may specify a quarter of a tank.

They will expect your car to be properly clean inside and out.

damaged

Leave yourself plenty of time. You will want to be there for the duration of the inspection which will last about 30 mins.

Damaged

Present

Alloy / Trims

WHEELS

Spare

OSF (4)

OSB (3)

NSB (2)

NSF (1)

TYRES

* Sometimes the Lease Company retains these items.

At the real inspection...

QTY

YES

Holed

YES

Broken

Assured Vehicle Solutions Limited, Telephone: 0845 2570 630 Fax: 0845 2570 640 Email: info@avs.ltd.uk

VISIBLE BODY DAMAGE CODE: X = Dent = Scratch O = Defective paint R = Rust C = Chips

Reason for Inspection (delete as appropriate) LEASE RETURN / DRIVER EXCHANGE

O/S/R Door

O/S/R Wing

Rear Lights

Rear Valance

Rear Bumper

Boot/Tailgate

N/S Sill

N/S/RWing

N/S/R Door

N/S Door Mirror

N/S/F Door

N/S/F Wing

Front Lights

Front Valance

Front Bumper

Grille

Bonnet

Glass

O/S Door Mirror

EXTERIOR

Exterior Valet needed?

NO O/S Door

YES

Is Exterior Clean?

EXTERIOR

Dents are acceptable if under 1cm if the paintwork is not broken, providing there are not a series of dents in one area. Scratches are acceptable if under 2.5cm and if it the scratch has not penetrated the base coat.

IMPORTANT - DAMAGE NOTES

Date

Colour

Mileage on Inspection

This check sheet is similar to the inspection sheets used by lease companies and you should use it 4-6 weeks before returning your vehicle to assess areas of damage which may incur penalties, each leasing company will have slightly different criteria so you may need to refer to your contract. Refer to your Fair Wear & Tear Guide to assess whether areas of damage are acceptable wear and tear. If not acceptable, then see www.avs.ltd.uk/wearandtear for advice. Before you begin, make sure your vehicle has been cleaned, dried and that you are inspecting the vehicle in good daylight.

Make / Model

Reg. No.

Driver Name

www.avs.ltd.uk

Lease Return Vehicle Check Sheet