fair play - circle leasing. courtesy car leasing companyuse this guide to help avoid end of contract...
TRANSCRIPT
Fair PlayA guide to Fair Wear & Tear on your courtesy car fleet
Fair PlayUse this guide to help avoid end of contract rechargesWelcome to the updated Fair Play, Circle Leasing’s guide to Fair Wear and Tear on your courtesy car fleet.
As the UK’s leading courtesy car experts, we recognise that courtesy cars are subject to different wear and tear pressures compared to other leased vehicles. We also recognise that bodyshops need courtesy cars to perform as cost-effective business assets, not as liabilities.
This is why we take a unique approach to the end of contract. We call it a partnership approach, because we aim to work with you to eliminate or minimise your end of contract recharges and provide you with free advice on preparing your courtesy vehicles for collection.
By working with you, our aim is to take the hassle and the unnecessary expense out of the end of contract process. So please make sure those responsible for preparing cars for return to us have a copy of this booklet.
If you need to discuss anything about fair wear and tear, preparing your vehicle for collection or end of contract recharges, please contact our Fleet Services Team on 0800 505 3737.
Danny HarrisFleet Services Manager
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SERVICING, DOCUMENTATION, APPEARANCE, KEYS
O ServicingO Routine MaintenanceO DocumentationO AppearanceO Decals & BadgesO Keys
BODYWORK AND FITTINGS
O Body & Paintwork DamageO Windscreens & WindowsO Mouldings, Wheel Arch TrimsO Door MirrorsO Lamps/LensesO Number Plates
END OF CONTRACT CHECKLIST
O End of contract checklistO How to carry out a successful appraisal
WHEEL & WHEEL TRIMS, TYRES, MECHANICAL CONDITION
O Wheels & Wheel TrimsO Alloy WheelsO TyresO Mechanical Condition
VEHICLE INTERIOR
O Vehicle Interior (trim, carpets, headlining, boot)O Seats & Seat BeltsO Dashboard, Controls, Steering WheelO Car Audio and Sat Nav Systems
COLLECTION PROCESS
O When We Collect Your CarsO Interpreting Our Appraisal FormO Once The Vehicle Is CollectedO Disclaimer
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Contents
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ServicingWhat’s required?
Your courtesy car should be serviced according to the manufacturer’s service schedule, using only genuine manufacturer
in your vehicle’s service book or on our website at www.circleleasing.com
A full service and maintenance record (if applicable) must be returned with the vehicle.
Routine MaintenanceWhat’s required?
It is your responsibility to ensure the vehicle is maintained in sound mechanical condition and is roadworthy. Mechanical
note: most serious faults will be covered by the manufacturer’s warranty.
DocumentationWhat’s required?
All vehicle documentation must be returned with the vehicle. This will include: the owner’s manual, the service book (stamped as appropriate), details of audio security codes and all paperwork (e.g. invoices) relating to servicing and repairs.
O Vehicles can be serviced by a franchised dealer, an authorised servicing agent or you can do it yourself using the Circle Service Checksheet available on our website*. You must use genuine manufacturer parts.
O When a car is serviced, make sure the service book is stamped and ensure proof of the service is provided.
O Keep evidence of servicing - such as an invoice or job card.
O Check oil and coolant weekly and maintain at correct levels.
O Investigate any poor running symptoms or unusual noises and have them
O If you have any problems contact the relevant local franchised dealer.
O Keep all documentation relating to the car - including service history, key codes and book packs - in a safe place.
O Label any items you remove so you know which vehicle they belong to.
1 SERVICING, DOCUMENTATION, APPEARANCE, KEYS
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Circle suggests
Circle suggests
Circle suggests
* Excludes Volkswagen
All vehicles are subject to manufacturer recall.
AppearanceWhat’s required?
Prior to collection, the vehicle’s exterior should be cleaned to allow a detailed inspection. The interior should be cleared of refuse.
Decals & BadgesWhat’s required?
All stickers or decals must be removed from your courtesy car before collection. Any remnants of glue must also be removed. Di rences in paint colour following removal of decals etc. is unacceptable. Manufacturer’s badges must be in their correct place on the vehicle.
KeysWhat’s required?
A full set of keys including master key and locking wheelnut keys should be returned as originally supplied. If applicable, remote controls or devices for the remote locking system and/or vehicle security system must be available and working properly.
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Circle suggests
Circle suggests
Circle suggests
O Clean the interior and exterior regularly to ensure a good cosmetic appearance.
O Operate a no smoking policy in your courtesy cars - it’ll be easier to keep them clean and reduce the risk of carpet/seat burns.
O Always use decals/stickers that can be easily removed without damage to the car’s bodywork - use a non-permanent adhesive.
O When removing stickers, make sure all glue remnants are removed.
O Check to make sure no manufacturer’s badges are missing.
O Watch out for dents hidden under decals.
O Label all spare keys and keep in a safe place.
O Don’t keep both sets of keys on same key ring.
O Locking wheelnut keys should be kept in a secure location in the car.
O Please note: replacing master keys for engine management systems can be very expensive!
Retag all keys together prior to collection.O
2 BODYWORK AND FITTINGS
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Body & Paintwork DamageWhat’s required?
Bodywork: Includes all painted areas of your courtesy vehicle, including painted bumpers, body mouldings and mirrors. The bodywork must be free of rust or corrosion.
Chips: Very small areas of chipping are acceptable - including door edge chipping - as long as the base coat hasn’t been penetrated and there is no corrosion.
Dents: Minor dents (up to 10mm) are acceptable, as long as the base coat hasn’t been penetrated and there is no corrosion. Multiple dents on one panel are unacceptable.
Scratches: Light scratches (up to 25mm) are acceptable, as long as the base coat hasn’t been penetrated and there is no corrosion.Multiple scratches on one panel are unacceptable.
O Keep vehicle glass clean for safety and
repaired.
O Pay careful attention to windscreen damage in the driver’s line of sight. It must be repaired immediately.
Windscreens & WindowsWhat’s required?
Chips, cracks or holes are unacceptable and potentially dangerous. Window heating elements must be working.
Circle suggests
Circle suggests
O Repair all damage to paintwork as soon as possible.
O Minor scratches can often be polished out - doing this yourself will save you in the long run.
O High quality ‘Smart’ repairs are an edents, chips and scratches.
O Sub-standard repairs are a false
greater cost to you.
O Use the Circle magnets to help you assess the size of dents and scratches on your vehicles.
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Mouldings, Wheel Arch TrimsWhat’s required?
moulding or wheel arch trim is not broken, cracked or deformed.
Lamps/LensesWhat’s required?
All lamps must work. Minor sculight scratches are acceptable. Holes or cracks in the glass or lamp unit covers are not acceptable.
Door MirrorsWhat’s required?
Door mirrors must not be cracked, damaged or missing. If adjustable and/or heated, they must work properly. Scuand scratches to mirror casings are notacceptable.
Number PlatesWhat’s required?
Number plates must be in good condition, without cracks, distortion or discolouration.
O Repair damage to moulding or wheel arch trim as soon as possible.
O If a damaged moulding can’t be properly aligned, replacement is required.
O Keep lamps and lenses clean.
O Replace if damaged.
O Regularly check to see all lamps are working.
O Keep door mirrors clean.
O Repair or replace if damaged.
O Keep number plates clean.
O Replace if damaged, distorted or discoloured.
Circle suggests
Circle suggests
Circle suggests
Circle suggests
Light scu�ng is acceptable, as long as the
3 END OF CONTRACT CHECKLIST
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Missing items What’s required Checked
1 Keys All keys must be tagged and with the vehicle when collected
2 Book packs These must be complete and in the glovebox
3 Service books Must be stamped and up to date in accordance with manufacturer’s service intervals and in the glovebox
4 Service check sheet Must be completed and in the glovebox*
5 Wheel trims
Must be complete and in the car with an unused cartridge.
7 Rear parcel shelves Should be in the correct place in good condition
8 Spare wheel Must be in place and fully serviceable with required tread depth. Nb: some spare wheels are a di rent size to standard road wheels. If you have had a puncture,
the spare wheel returned to its usual place.
9 Tools All tools should be present and in place
10 Aerials
11 Fuel caps Should be in place on the vehicle
Interior What’s required Checked
1 Seats Should be free from snagging, heavy stains and burns
2 Carpets Should be free from damage/burns
3 Boot mat Must be in place and undamaged
4 Service books Should be complete and in the car
*This checklist can be freely downloaded from www.circleleasing.co.uk
12 Sat navs/screens Should be with the vehicle
These must be �tted to the vehicle, undamaged exceptfor very minor scu�ng
Should be �tted to the vehicle as suppliedHere are 10 tips for carrying out a successful end of contract appraisal.
If possible, do your appraisal a week or two before the vehicle collection date, giving you plenty of time to rectify any faults or missing items.
Be as objective as possible. Make sure the light is good so you don’t miss any defects.
Wash the vehicle (and allow it to dry) before appraising it.
Check each panel carefully, including the roof, bonnet and boot/hatchback.
for scratches, dents and gouges.
Clean and valet the interior.
Check interior for tears, burns, heavy stains or wear.
Inspect all controls, including audio equipment, for damage.
Use the end of contract checklist to ensure you don’t forget anything.
Remember to remove any decals - they could be inadvertently hiding damage.
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Bodywork What’s required Checked
1 Body damage Should be repaired prior to return
2 Windscreens No chips or cracks
3 Mouldings Must all be in place, undamaged and not distorted
4 Door mirrors
5 Dents Singular minor dents only up to 10mm diameter are acceptable
6 Scratches Singular light scratches up to 25mm are acceptable
7 Lamps/lenses No holes or cracks
8 Stickers/decals All must be removed including adhesive etc.
recharges are incurred. Use it as a checklist for your courtesy car - you could avoid end of contract recharges altogether.
Top 10 Vehicle appraisal tips END OF CONTRACT CHECKLIST
We encourage our customers to carry out their own pre-collection inspections. The aim is to help you identify any faults that need rectifying - so you can avoid recharges.
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We want to help you avoid end of contract recharges! This list identi�es the most common areas where
Free from damage and scu�ng
Check the tyres (including the spare) for damage. Inspect wheels and trims (if �tted)
4 WHEEL & WHEEL TRIMS, TYRES, MECHANICAL CONDITION
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Wheels
Alloy Wheels
What’s required?
Dents or damage to wheels, including the spare, are not acceptable.
The spare wheel, jack and other tools must be present, working properly and stowed in the proper place.
acceptable.
What’s required?
Alloy wheels that sustain damage during use can only be repaired using refurbishment methods, which by their nature tend to be more expensive.
Polished/diamond cut wheels should not be painted, if damaged they need specialist refurbishment.
Small isolated scratches or abrasions up to 25mm are acceptable on the rim. Any damage on the face of the alloy or any damage on the rim is unacceptable.
O Ensure the wheels are checked before and after each use.
O Recover any damage costs from your users to o repairs.
O Carry out any refurbishment prior to return.
Circle suggests
Circle suggests
O If you need to replace wheels, they must meet manufacturer’s standards.
O Make regular checks for damage to wheels and wheeltrims.
O When booking vehicles in and out, check spare wheels and tools are present.
O car with an unused cartridge.Very minor scu�ng of wheel rims or trims is
In�ation kits.
In�ation kits must be complete and in the
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Tyres
Mechanical Condition
What’s required?
Tyre wear should be in keeping with the vehicle’s age and mileage.
All tyres must meet minimum legal requirements with a tread depth of at least 3mm. Bald spots are unacceptable.
Tyre walls must not show signs of damage such as gouges or bulges.
Replacement tyres must be like for like.
What’s required?
The vehicle must be in good mechanical condition when it is collected.
Brakes must be working well, brake discs or drums must not be grooved due to excessive wear.
The engine should run smoothly with clean emissions. Any seizure or damage due to
components is unacceptable.
The clutch and gearbox should be working smoothly and quietly. A noisy clutch or gearbox or worn synchromesh is unacceptable.
O Always keep your courtesy cars in good mechanical order.
O up when necessary.
O Investigate any poor running symptoms or unusual mechanical noises immediately.
O Remember all vehicles have manufacturers warranty cover.
O Mechanical issues must be resolved prior to return.
Circle suggests
Circle suggests
O Check tyre condition weekly, measuring tread depth when required.
O Check for missing valve caps and replace if necessary.
Check all �uid levels regulary and top
insu�cient coolant, oil or broken internal
5 VEHICLE INTERIOR
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Vehicle Interior (trim, carpets, headlining, boot)
Seats & Seatbelts
What’s required?
The interior upholstery, trim, carpets, headlining and boot area must be clean with no visible burns, tears or staining. Wear and light soiling through normal use is acceptable. Repairs that are not readily visible are also OK.
All interior fittings such as rear view mirror, courtesy lighting, sun visors, door bins, handles and holders must be in place and undamaged.
What’s required?
Any wear on seats due to normal usage isacceptable. Fading due to cleaning agents is unacceptable.
Light marks are OK if they can be removed by steam cleaning. Heavy marking, such as dirt or oil that cannot be removed is unacceptable.
Cuts or rips to seat fabric are unacceptable.
Cigarette or match burns are unacceptable.
Seat structure and adjustment mechanisms must be sound and undamaged.
All seatbelts must be present and undamaged.
G Make sure customers do not use courtesy cars for carrying dirty, oily or heavy items (e.g. garden/household waste).
G Operate a no smoking and no animals policy
G Choose a suitable stain remover to remove any stains before the vehicle is returned.
G Do not use an agent that may discolour fabric.
G Check seatbelts and seat adjustment mechanisms regularly.
Circle suggests
Circle suggests
G Keep vehicle interior clean with regularvacuum cleaning.
G Place floor mats in the courtesy car when delivered.
G Remove any stains with a suitable, proprietary cleaner.
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Dashboard, Controls,Steering Wheel
Car Audio/ Sat Nav
What’s required?
Light marking to the dash, steering wheel or controls is OK, as long as it can be removed by steam cleaning. Small, light scratches, such as those caused by�ngernails or coins, are OK.
Deep scratches, scu re unacceptable, as are cigarette and match burns and damage caused by installation of accessories. Grease or oil stains are unacceptable. Stickers placed inside the vehicle must be removed cleanly.
All vehicle controls - stalks, switches, buttons etc - must be in place, working and undamaged.
What’s required?
All original sat nav and audio equipment, including speakers and aerials, must be intact, working properly and undamaged. If replacement is required due to damage or theft, it must be an identical replacement.
Details of audio security codes mustbe returned with the vehicle.
O Check the car radio regularly.
O Keep audio security codes in a safe place.
Circle suggests
Circle suggests
O Make sure customers know that damage to the vehicle interior will be charged to them.
O courtesy cars.
O Missing or damaged controls, stalks, switches etc should be replaced with equipment of the same spec.
O Remove any stickers placed in the vehicle.
O Use SMART repair techniques where appropriate to repair trim damage.
Avoid �tting accessories to your
6 COLLECTION PROCESS
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When we collect your carsO
thorough inspection of each vehicle using a handheld terminal (HHT)according to the standardsoutlined in this guide.
O The appraisal will normally be recorded on a special digital form/application, which is immediately transmitted to Circle.
O It is important that this form is signed for by an authorised representative of your company, as they are accepting liability for any noted damage.
Interpreting our appraisal formThe key area of our appraisal form allows the collection driver to make an assessment of the condition of the vehicle. Where the driver notes damage, they will code the type of damage in the box marked ‘D’, and their assessment of the appropriate method needed to rectify the damage in the box marked ‘R’.
Once the vehicle is collectedO As all our cars are pre-sold, they will normally be transported straight to the buyer, even if they
have minor damage. However, in the case of more obvious damage, or poor repairs, the vehicle
O If you return a vehicle with minor noted damage or missing items, you can expect to hear from us within 10 working days with a recharge invoice.
O Where vehicles are collected in poor weather/light conditions they may be subject to re-inspection at point of drop o
EXTERIOR - NOTE: D=DAMAGED CODE R=REPAIR CODE
D
D
D
D
D
D
D
D
R
R
R
R
R
R
R
R
O / SFRONTWING
N / SDOOR MIRROR
BONNETN / S
MIRROR GLASS
REARPANEL / SKIRT
FUEL FILLER& SURROUND
AERIAL
WHEELSFRONT O / S
Damage Codes
B - Burn C - Chips D - Dent F - Broken G - Glass H - Holed M - Missing P - Poor Repair S - Scratch V – Dirty
Repair Codes
S 3
Our appointed agent will arrive on the pre-con�rmed collection date and will complete a
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DisclaimerThis booklet aims to give our customers a clear indication of the standards of condition expected when returning a courtesy vehicle to us. Whilst this document aims to be comprehensive, it is not practical to cover every possible fault, defect or problem that may arise. As such, this booklet should not be seen as an exhaustive list. All photography featured is for illustrative purpose only.
Poor previous repairs on return vehicles will be referred back to our hirers for
All pricing at the end of the contract is based on industry data.
Customers should utilise the “customer comments” box on the appraisal/application forms to identify any queries. If your courtesy vehicle has a fault, defect or problem that you are unsure about,
on 0800 505 3737.
Circle Leasing LtdThe Barracks, 400 Bolton RdBury, Lancashire BL8 2DA
Telephone: 0800 505 3737 Fax: 0800 505 3744
Version 4 09/15
Fair PlayThis booklet provides a condition guidefor returning vehicles. Your courtesy cars should be returned in accordance withthis guide to avoid incurring recharges.
It includes a helpful checklist highlighting the most common areas for recharge.
Please ensure everyone involved in preparing cars for return has access to this document.