F R E I G H T A x i s F l e e t M a n a g e m e n t Commercial Fleet Return Conditions An AFM visual guide A x i s F l e e t M a n a g e m e n t A visual guide to Commercial Fleet Return Conditions 1
Introduction The purpose of this booklet based on the FTA independent guidelines is to give guidance on the expected return condition of commercial fleets after a period of rental, lease or contract hire. It is considered reasonable to expect that a vehicle should be serviced and maintained to the manufacturer's recommendation and for its condition at return to reflect this. Conversely a commercial vehicle is designed to work and it will suffer some deterioration while it is doing so it is not reasonable to expect it to be returned in as new' condition. Some specific requirements will be stipulated within individual agreements or contracts and, if different, these will take precedence over anything in this guide. However, most agreements state that returning vehicles should be legally compliant, roadworthy, be free of any damage or deterioration other than that attributed to fair wear and tear and have had all repairs carried out to a professional standard. This booklet provides some guidance on what constitutes 'fair wear and tear' and what are professional repair standards, particularly on bodywork. It has been written following discussions with interested parties including operators, manufacturers, leasing and rental companies. Fair wear and tear occurs through normal reasonable usage of a vehicle. Components wear, paintwork deteriorates and minor scuffing or scratches may occur particularly in load contact areas this is all acceptable. Excessive deterioration caused by misuse of a vehicle, maybe in the way it is driven or loaded, is not acceptable, neither is damage whether caused carelessly, deliberately or accidentally. Damage can be defined as a dent, a crack, any deformation of a panel from its original shape or excessive scratching. Some minor dents in certain types of bodywork such as tippers, skip carriers or refuse bodies may be considered acceptable provided they are small and cosmetic in nature and do not weaken the structure or load security in any way. Any repairs required to a vehicle should be carried out to a professional standard. Any bodywork repairs should ensure that the structural strength, load security, water tightness and visual appearance are restored as close as possible to the original. It is accepted that totally invisible repairs are not always possible. It is inevitable that the amount of wear and tear will increase dependent on the use and age of a vehicle. It will be necessary when assessing the condition of a vehicle to take this into account. However, damage or a poor standard of repair are unacceptable no matter whether a vehicle is one year old or seven years old. Axis takes maintenance very seriously with all vehicles subjected to regular and effective preventive maintenance throughout their working life. It is the customer responsibility to ensure that they have periodic damage assessment inspections carried out to monitor the way the vehicle is being used and avoid any big surprises occurring when the vehicle is returned. Subject to any specific agreement to the contrary, a vehicle should be returned with all the components and equipment it was originally supplied with. This includes sound insulation panels, wheel trims, tools, etc. The contents are split into the following categories: 1. An overview of expectation of conditions 2. Internal Inspections 3. Cab Exterior Body 4. Cab Exterior Paintwork 5. Body & Curtains 6. Windscreen Lens & Lights 2
1. General overview of the expected condition of a vehicle at the time of return. Mechanical A vehicle should be returned in a safe, legal and reliable mechanical condition. The 'safe and legal' standards should be judged against the relevant Inspection Manual which lays down minimum standards for annual test.the vehicle should meet these standards. In addition any legal health and safety requirements, such as thorough examination reports for lifting equipment or other specialised bodywork, should also be complied with. Individual agreements may stipulate the minimum length of time remaining on any certificates. Engines should perform satisfactorily and be free of any excessive leaks (see below), smoke or abnormal noises. Gear boxes and final drives should perform satisfactorily and be free of excessive leaks (see below) and abnormal noises. It should be possible to select all gears, splits and range changes easily. Any crunching of gears indicating worn synchromesh is not acceptable. Automatic gearboxes should change correctly through all gears as designed. Clutches should operate correctly and still have some serviceable life remaining. Should measurements indicate the clutch is worn to the limit of serviceable life then a replacement clutch should be fitted. A leak is defined as something that readily forms a drip. Any seepage around seals or gaskets that leaves a surface residue is not considered to be a leak. Tyres Tyres, including the spare if originally supplied, meet the contracted minimum levels, if non stipulated at least meet the minimum legal requirements. There should be no damage, cords exposed or side wall impact abuse Brakes Brake lining/pad material naturally wears through usage. As a minimum the lining material remaining should be sufficient to pass an annual test. Please refer to your specific agreement which may stipulate a minimum thickness of lining which should be present at return. Batteries Batteries should be of a suitable size and capacity for the vehicle and be capable of readily starting the engine from cold under all conditions. Electrical equipment All electrical components originally fitted including radios, fridges, lamps (both obligatory and discretionary), etc, should be present and fully functional. Any replacements fitted should be of a similar standard and specification to that originally supplied. If additional electrical equipment is fitted to a vehicle after supply it should be wired in correctly by a competent person. When removed for return, the wiring must be repaired to a safe and satisfactory standard and any fitting marks or holes suitably repaired in a cosmetically tidy manner. Manufacturers may insist on warning lights and/or ECU fault codes being cleared prior to vehicle return. Bodywork There are a large range of body makes, types and styles fitted to commercial vehicles. As this is the working part of the vehicle it is likely to be subject to a higher degree of wear and tear than the cab. The type of body and use should be taken into account when assessing fair wear and tear. For instance a higher degree of wear and tear would be acceptable on a tipper or refuse body than on a dry freight box or temperature controlled body; the latter being particularly susceptible to water ingress through minor damage causing the insulation to deteriorate. Livery It would normally be expected that all sign writing, logos, other livery and multiple colours should be removed at return and the paintwork left in good condition. This would apply to bodies and curtains as well, and is the responsibility of the customer to do so. Additional fitments and accessories Any additional equipment, components or panels which were fitted when the vehicle was originally supplied should be present and fully functional. This includes such items as air management kits, in-cab entertainment units, special seats or bunks, body lining panels, load restraints, etc. Any tools supplied with the vehicle should also be present, for example jacks and wheel braces. 3
General cleanliness A vehicle should be sufficiently clean to allow a detailed inspection to take place. General rubbish and debris should be removed from cabs and bodies. Any load residue should be cleaned from bodies and staining removed from cab interiors. A clean and tidy vehicle gives the impression of being well cared for. Documents All legal documents, unless already held by the leasing company, must be returned with the vehicle. These include registration documents, MOT certificates, any other relevant certificates for lifting equipment, etc. It may also be a requirement that service maintenance and inspection records are returned with the vehicle. Keys All keys, including master keys, originally supplied with the vehicle must be returned with it. 2. Internal Inspection Interiors should be clean and tidy All seats, bunks and curtains originally supplied should be present All seat and driving control adjustments should operate correctly All accessories originally fitted such as clocks, fridges, entertainment units, etc should be present and operating There should be no tears, splits, holes or burns in any upholstery Worn upholstery, particularly on driving seats, is acceptable provided it is not holed. Any judgement made should take into account the age and mileage of the vehicle Wear evident on floor mats and pedal rubbers is considered fair wear and tear provided they are not significantly holed or threatening driving control Graffiti of any kind is not acceptable Some surface marks on carpets and around footwell areas is considered fair wear and tear. Heavy staining anywhere is not Dash panels, including instrument glass, should be free of cracks, be complete, and all air vents and switches should operate correctly Any equipment added after delivery, for example mobile phone holders and sat nays, should be removed and any holes left suitably blanked or filled to leave a cosmetically tidy appearance ACCEPTABLE NOT ACCEPTABLE Seat fabric worn through normal use Rips and tears in seat covers Pedal rubber worn but serviceable Poor trim repair 4
3. Cab & Van exterior panels and paint work All panels and components should be as originally fitted and secure There should be no distortion from their original shape Cracks, dents and holes are not acceptable Paintwork should be in good condition with any repairs blending into a professional finish, except some allowance will be made for paint fade due to age (this is more likely on dark colours) 5
Livery should be removed and paintwork left in good condition (with the above proviso on paint fade) Some minor chipping around door edges is acceptable Small stone chips on front panels are inevitable and a small number should be considered fair wear and tear. Some minor chipping around door edges is acceptable Small stone chips on front panels are inevitable and a small number should be considered fair wear and tear. Any judgement should take account of the age and mileage of the vehicle A single line light scratch up to 50mm long and not reaching base material is acceptable Paintwork worn in areas of high contact, such as grab parts of doors and entrance apertures and steps, is acceptable Any judgement should take into account the age and mileage of the vehicle Light scuff marks and chips on steel bumpers are acceptable. Integral composite bumpers should be treated as any other panel 6
4. Cab and van exterior panels and paintwork A single line light scratch up to 50mm long and not reaching base material is acceptable 7
Paintwork worn in areas of high contact, such as grab parts of doors and entrance apertures and steps, is acceptable Light scuff marks and chips on steel bumpers are acceptable. Integral composite bumpers should be treated as any other panel Goods vehicles are working vehicles and continual loading and unloading will inevitably cause some deterioration to the vehicle's load carrying areas and surfaces around access apertures. The acceptable degree of this deterioration will be dependent on the type of operation and the vehicle's age Repairs to bodywork should always be carried Out to a professional standard and be cosmetically good. It is accepted that totally invisible repairs are not always possible. However, structural strength, load security, water tightness and visual appearance, including colour matching, should all be restored as close as possible to the original Dry freight box and temperature control bodies These bodies should be clean and tidy with no water leaks into the interior. They should be free of distortion, cracking and damage and be securely mounted to the chassis Exterior and interior panels, floors and roofs should be free of un-repaired damage. Any load restraining devices, brackets and straps should be present and fully functional Light scratching on body sides, raves and rubbing rails, such as that caused by tree branches, is acceptable Any puncture holes in panels must be professionally repaired Confirmed water contamination of insulation is unacceptable. Any evidence of swelling or de-lamination of panels is unacceptable Doors, shutters and movable bulkhead hinges, catches and seals should be in serviceable condition. Some deterioration of surface paintwork, particularly on shutters is acceptable. All rollers should be in place and operate freely Fridge engines should operate correctly, as should any temperature control or monitoring devices Drop-side, tipper and platform bodies Bodies must be free of any holes or gaps where the load could escape Drop sides and tail boards should all operate correctly and catch securely Bodies should be free of significant distortion and damage Tippers should operate correctly Deterioration of surface paintwork and minor dents in metal panels are acceptable but panels should not be pierced Bodies should be free of any load residue contamination Specialised bodywork and ancillary equipment All specialised bodywork and ancillary equipment must operate satisfactorily and have current statutory certificates in place.this includes cranes and tail lifts ACCEPTABLE NOT ACCEPTABLE Branch scratches Missing tracking 8
General scrapes and scratches body interior Load contamination 9
Wheel rims should be the correct size and type for the vehicle and be free of damage. Some deterioration of the paintwork is acceptable; heavy corrosion is not Chassis should be free of damage; some deterioration of paintwork and surface corrosion due to normal usage is acceptable 10
The purpose of lead up ramps on tractor units means they may suffer some minor deformation due to normal wear and tear; this is acceptable Metal bar type sideguards and rear under-run bars must be securely mounted and be free of distortion and significant damage. Deterioration of the paintwork and surface scrapes and dings are acceptable. Thermoplastic sideguard panels should be maintained to the same standard as other body panels Fuel tanks should be secure and free of damage and leakage; some deterioration of paintwork is acceptable. Any repairs should have been carried out to a professional standard but may not be invisible Wings must be complete and free of any holes or significant damage. Spray suppression flaps should comply with legal requirements. Any repairs should be to a professional standard All air and electrical connections to trailers must be present, working and in good condition All other items fitted to chassis including air tanks, battery boxes, cat walks and ancillary equipment should be secure, operational and free of damage ACCEPTABLE NOT ACCEPTABLE Acceptable repair to fuel tank Minor scrapes and dings in sideguard Paintwork deteriorated deterioration rear underrun Rips/Tears 11
Paintwork deterioration Chasis Twisted Slight distortion on slide up ramps Chasis bent 5. Body curtains Curtains should be free of any un-repaired holes, splits or other damage, run freely and be of tidy appearance All straps and tensioners should be present, of the correct type and operate correctly Repairs to curtains should be carried out to a professional standard with patches of a similar material and colour to the original hot welded, preferably to the inside A large number of repairs or a single split in excess of two metres would normally justify replacement of the panel or complete curtain The removal of a logo on curtains should be as agreed with the leasing company Any internal load restraining straps originally supplied with the vehicle should be present at return Pelmets should be complete and substantially free of damage other than very minor splits. Patches should not be applied but complete pelmets replaced when necessary Tracks and runners should be free of distortion and run freely, catches should all be operational Split between straps repaired behind Poor quality of repair Repair cover buckle Corner knocked in 12
6. Windows, windscreens, mirrors and lenses Windscreens may collect stone chips through normal usage, however if the number and size exceed that shown in the diagram the screen should be repaired or replaced as part of routine maintenance Other windows should be free of cracks, scratches and operate correctly if opening Lamp lenses, both glass and plastic, should be free of any significant cracks and have no evidence of water ingress; some surface scratching and very minor cracks may be acceptable Mirrors should be complete, the glass untracked and giving an adequate view of the reflected area. Some minor deterioration of the reflected surface may be acceptable. Backing covers and mountings should be free of damage Electrically heated and operated mirrors should all operate correctly Windscreens should be free of cracks In Zone A One chip provided it is contained within a I Omm circle In Zone B Two chips provided each are contained within a I Omm circle and they are not immediately adjacent In Zone C Three chips provided each are contained within a 15mm circle and are not in a close cluster Concentrated scratching on a windscreen such as caused by the use of a defective wiper blade is not acceptable An 'invisible' or barely detectable repair to a screen, finished flush with the surrounding glass, is acceptable in any zone 13
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