Fair Play. A guide to Fair Wear & Tear on your courtesy car fleet

Transcription

1 Fair Play A guide to Fair Wear & Tear on your courtesy car fleet

2 Fair Play Contents Use this guide to help avoid end of contract recharges Welcome to the updated Fair Play, Circle Leasing s guide to Fair Wear and Tear on your courtesy car fleet. 1 SEVICING, CUMENTATIN, APPEAANCE, KEYS Servicing outine Maintenance ocumentation Appearance ecals & Badges Keys 4-5 anny Harris Fleet Services Manager 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 BYWK AN FITTINGS Body & Paintwork amage Windscreens & Windows Mouldings, Wheel Arch Trims oor Mirrors Lamps/Lenses Number Plates EN F CNTACT CHECKLIST End of contract checklist How to carry out a successful appraisal WHEEL & WHEEL TIMS, TYES, MECHANICAL CNITIN Wheels & Wheel Trims Alloy Wheels Tyres Mechanical Condition VEHICLE INTEI Vehicle Interior (trim, carpets, headlining, boot) Seats & Seat Belts ashboard, Controls, Steering Wheel Car Audio and Sat Nav Systems 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 CLLECTIN PCESS When We Collect Your Cars Interpreting ur Appraisal Form nce The Vehicle Is Collected isclaimer

3 1 SEVICING, CUMENTATIN, APPEAANCE, KEYS Servicing Appearance 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 A full service and maintenance record (if applicable) must be returned with the vehicle. outine Maintenance 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. All vehicles are subject to manufacturer recall. 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. When a car is serviced, make sure the service book is stamped and ensure proof of the service is provided. Keep evidence of servicing - such as an invoice or job card. Check oil and coolant weekly and maintain at correct levels. Investigate any poor running symptoms or unusual noises and have them If you have any problems contact the relevant local franchised dealer. Prior to collection, the vehicle s exterior should be cleaned to allow a detailed inspection. The interior should be cleared of refuse. ecals & Badges All stickers or decals must be removed from your courtesy car before collection. Any remnants of glue must also be removed. i rences in paint colour following removal of decals etc. is unacceptable. Manufacturer s badges must be in their correct place on the vehicle. Clean the interior and exterior regularly to ensure a good cosmetic appearance. perate a no smoking policy in your courtesy cars - it ll be easier to keep them clean and reduce the risk of carpet/ seat burns. Always use decals/stickers that can be easily removed without damage to the car s bodywork - use a non-permanent adhesive. When removing stickers, make sure all glue remnants are removed. Check to make sure no manufacturer s badges are missing. Watch out for dents hidden under decals. ocumentation Keys 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. Keep all documentation relating to the car - including service history, key codes and book packs - in a safe place. Label any items you remove so you know which vehicle they belong to. 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. Label all spare keys and keep in a safe place. on t keep both sets of keys on same key ring. Locking wheelnut keys should be kept in a secure location in the car. Please note: replacing master keys for engine management systems can be very expensive! etag all keys together prior to collection. 4 * Excludes Volkswagen 5

4 2 BYWK AN FITTINGS Body & Paintwork amage 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. ents: 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. epair all damage to paintwork as soon as possible. Minor scratches can often be polished out - doing this yourself will save you in the long run. High quality Smart repairs are an e dents, chips and scratches. Sub-standard repairs are a false greater cost to you. Use the Circle magnets to help you assess the size of dents and scratches on your vehicles. Mouldings, Wheel Arch Trims Light scuffing is acceptable, as long as the moulding or wheel arch trim is not broken, cracked or deformed. oor Mirrors oor mirrors must not be cracked, damaged or missing. If adjustable and/ or heated, they must work properly. Scu and scratches to mirror casings are not acceptable. Lamps/Lenses epair damage to moulding or wheel arch trim as soon as possible. If a damaged moulding can t be properly aligned, replacement is required. Keep door mirrors clean. epair or replace if damaged. Keep lamps and lenses clean. Windscreens & Windows Chips, cracks or holes are unacceptable and potentially dangerous. Window heating elements must be working. Keep vehicle glass clean for safety and repaired. Pay careful attention to windscreen damage in the driver s line of sight. It must be repaired immediately. All lamps must work. Minor scu light scratches are acceptable. Holes or cracks in the glass or lamp unit covers are not acceptable. Number Plates Number plates must be in good condition, without cracks, distortion or discolouration. eplace if damaged. egularly check to see all lamps are working. Keep number plates clean. eplace if damaged, distorted or discoloured. 6 7

5 3 EN F CNTACT CHECKLIST We want to help you avoid end of contract recharges! This list identifies the most common areas where recharges are incurred. Use it as a checklist for your courtesy car - you could avoid end of contract recharges altogether. 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 ear 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 12 Sat navs/screens Should be with the vehicle These must be fitted to the vehicle, undamaged except for very minor scuffing Should be fitted to the vehicle as supplied 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 Here are 10 tips for carrying out a successful end of contract appraisal. 1 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 oor mirrors 5 ents 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 Top 10 Vehicle appraisal tips EN F CNTACT CHECKLIST 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. Check the tyres (including the spare) for damage. Inspect wheels and trims (if fitted) for scratches, dents and gouges. Clean and valet the interior. Free from damage and scuffing 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. 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. emember to remove any decals - they could be inadvertently hiding damage. 8 *This checklist can be freely downloaded from 9

6 4 WHEEL & WHEEL TIMS, TYES, MECHANICAL CNITIN Wheels Tyres If you need to replace wheels, they must meet manufacturer s standards. Check tyre condition weekly, measuring tread depth when required. ents or damage to wheels, including the spare, are not acceptable. Make regular checks for damage to wheels and wheeltrims. Tyre wear should be in keeping with the vehicle s age and mileage. Check for missing valve caps and replace if necessary. The spare wheel, jack and other tools must be present, working properly and stowed in the proper place. Very minor scuffing of wheel rims or trims is acceptable. When booking vehicles in and out, check spare wheels and tools are present. Inflation kits must be complete and in the car with an unused cartridge. 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. Inflation kits. eplacement tyres must be like for like. Alloy Wheels 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. Ensure the wheels are checked before and after each use. ecover any damage costs from your users to o repairs. Carry out any refurbishment prior to return. Mechanical Condition 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 insufficient coolant, oil or broken internal components is unacceptable. The clutch and gearbox should be working smoothly and quietly. A noisy clutch or gearbox or worn synchromesh is unacceptable. Always keep your courtesy cars in good mechanical order. Check all fluid levels regulary and top up when necessary. Investigate any poor running symptoms or unusual mechanical noises immediately. emember all vehicles have manufacturers warranty cover. Mechanical issues must be resolved prior to return

7 5 VEHICLE INTEI Vehicle Interior (trim, carpets, headlining, boot) 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. epairs that are not readily visible are also K. All interior fittings such as rear view mirror, courtesy lighting, sun visors, door bins, handles and holders must be in place and undamaged. G Keep vehicle interior clean with regular vacuum cleaning. G Place floor mats in the courtesy car when delivered. G emove any stains with a suitable, proprietary cleaner. ashboard, Controls, Steering Wheel Light marking to the dash, steering wheel or controls is K, as long as it can be removed by steam cleaning. Small, light scratches, such as those caused by fingernails or coins, are K. eep 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. Make sure customers know that damage to the vehicle interior will be charged to them. Avoid fitting accessories to your courtesy cars. Missing or damaged controls, stalks, switches etc should be replaced with equipment of the same spec. emove any stickers placed in the vehicle. Use SMAT repair techniques where appropriate to repair trim damage. Seats & Seatbelts All vehicle controls - stalks, switches, buttons etc - must be in place, working and undamaged. Any wear on seats due to normal usage is acceptable. Fading due to cleaning agents is unacceptable. Light marks are K 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. G Make sure customers do not use courtesy cars for carrying dirty, oily or heavy items (e.g. garden/household waste). G perate a no smoking and no animals policy G Choose a suitable stain remover to remove any stains before the vehicle is returned. G o not use an agent that may discolour fabric. G Check seatbelts and seat adjustment mechanisms regularly. Car Audio/ Sat Nav 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. etails of audio security codes must be returned with the vehicle. Check the car radio regularly. Keep audio security codes in a safe place. All seatbelts must be present and undamaged

8 6 CLLECTIN PCESS When we collect your cars ur appointed agent will arrive on the pre-confirmed collection date and will complete a thorough inspection of each vehicle using a handheld terminal (HHT)according to the standards outlined in this guide. The appraisal will normally be recorded on a special digital form/application, which is immediately transmitted to Circle. Poor previous repairs on return vehicles will be referred back to our hirers for 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. All pricing at the end of the contract is based on industry data. Interpreting our appraisal form Customers should utilise the customer comments box on the appraisal/application forms to identify any queries. The 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, and their assessment of the appropriate method needed to rectify the damage in the box marked. If your courtesy vehicle has a fault, defect or problem that you are unsure about, EXTEI - NTE: =AMAGE CE =EPAI CE /S FNTWING BNNET S 3 N/S MI EA PANEL / SKIT AEIAL N/S MI GLASS FUEL FILLE & SUUN WHEELS FNT / S amage Codes B - Burn C - Chips G - Glass H - Holed S - Scratch V irty epair Codes - ent F - Broken M - Missing P - Poor epair nce the vehicle is collected 14 on 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 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. Where vehicles are collected in poor weather/light conditions they may be subject to re-inspection at point of drop o isclaimer This 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. 15

9 Fair Play This booklet provides a condition guide for returning vehicles. Your courtesy cars should be returned in accordance with this 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. Circle Leasing Ltd The Barracks, 400 Bolton d Bury, Lancashire BL8 2A Telephone: Fax: mail@circleleasing.co.uk Version 4 09/15