What's Fair in Wear and Tear - Heavy Commercial Vehicles
This fair wear and tear guide clearly and simply outlines FleetPartners’ expectations of its vehicles at lease end. It shows the most typical forms of wear and tear sustained by vehicles. The guide includes recommendations on how
to reduce your exposure to these problems.
We have formulated these guidelines because we believe that the spirit of partnership that we bring to every aspect of our business shouldn’t stoop when the lease of your vehicle eventually comes to an end.
At FleetPartners we are dedicated to providing the highest quality vehicle service and driver support for the most economical cost. You have an important part to play in helping us to continue this competitive advantage. Additional help at hand
We understand that fair wear and tear and sometimes damage are part of the life of a lease vehicle. We will always work with you to provide ways to minimise any costs for repair that needs to be charged at the end of your lease.
We offer a variety of programmes to assist in reducing your end-of-lease costs:
• Driver awareness and training
• Defensive driver education
• Recommendation on vehicle specifications including accessories
• Utilisation of our accredited supplier network for vehicle servicing and repairs (including panel repair)
We want your end of lease experience to be as easy as possible. Please ask
your account manager to assist in the management of any end-of-lease requirements you may have.
The interior - Seating
What’s acceptable?
Light staining
Provided it can be completely removed by steam cleaning.
Fading or discolouring
Provided it has been caused by exposure to sunlight and not from contact
with other substances (e.g. corrosive cleaning solvents).
Ageing through normal usage
Any wear that is due to ageing or normal usage, including surface cracks
and threadbare fabric.
What’s not acceptable?
Stains that permanently damage the texture of the seat fabric
Typical causes: tar, oil, grease, paint, concrete.
Cuts, rips or tears
Typical causes: carrying inappropriate items or wearing unsuitable clothing,
carrying keys on belts, or not correctly restraining loads.
Burns
Typical cause: cigarettes, corrosive substances on clothing.
Damage to seat structure (internal or external)
Typical causes: carrying inappropriate items, imposing excessive force
on seats, failing to inform us that worn fabric requires remedial repair,
removing seats temporarily or permanently.
We recommend:
• Fitting seat covers in environments where driver’s clothing becomes soiled.
Please contact us if seat covers are required.
• Advising staff members not to place heavy materials or equipment on the
seats of the vehicle.
• Encourage your staff to treat the seating with care. Ensure they
understand that your company will be charged for any significant
damage.
• Ensure that seats are not removed without our authorisation. If it is
agreed, seats removed are to be stored and refitted before the vehicle is
returned.
• Ensure extra seating is not used for storage of tools and other materials.
Contact us if you need tool boxes fitted to the chassis.
• If a seat cover is showing wear, please replace it.
The interior - Dashboard, fascia, trim
What’s acceptable?
Light scratches
That is visible but cannot be felt.
Typical causes: clipboards, map-binders, pens, etc.
Moderate to heavy scratches
Up to 100mm long provided they are isolated.
What’s not acceptable?
Moderate to heavy scratches over 100mm in length
Typical causes: storage of tools or equipment, accident damage, vandalism
and negligence.
Multiple scratches under 100mm in length which can be felt
Cuts, dents and tears
Burns
Typical cause: cigarettes, corrosive substances on clothing.
Staining
Typical causes: tar, oil, grease, paint, concrete.
Removal of any item or accessory supplied with the vehicle, or
subsequently fitted at our expense.
Unless done with our prior written approval (e.g. glove box, ashtray, cup
holder, door pocket, radio, radio security device).
Holes and wiring made to accommodate an accessory (e.g. car phone,
navigational aid)
Door trims and/or cigarette lighter missing
We recommend:
• The latest fitting techniques are used to fit radios and phones, etc. Call us
for assistance with fitting options.
• Encourage your staff to treat the interior with care. Ensure they
understand that your company will be charged for any significant damage.
• Contact us for written approval if you want to fit, remove or replace any
accessory in a vehicle on contract to you.
• Any accessories fitted at your expense may be removed before the vehicle
is returned to us, provided any accessory supplied with the vehicle is
replaced in its original position. Care should be taken when fitting and
removing accessories.
The interior - Floor
What’s acceptable?
Wear that is due to ageing or normal usage
What’s not acceptable?
Excessive wear to floor coverings
Typical cause: heavy work boots.
Staining that cannot be removed by steam cleaning
Typical causes: tar, oil, grease, paint, concrete.
Burns to carpets or lining fabrics
Typical cause: cigarettes, corrosive materials
Holes or tears
We recommend:
• Use commercial floor mats and replace as frequently as required for
proper protection. Contact us for the correct floor coverings for your
needs.
• Ensure floor coverings, whether fitted or removable, are cleaned regularly
to avoid substance build up.
• Encourage staff to ensure their boots and clothes are as clean as possible
before entering the vehicle.
• If floor mats are showing wear, please replace them.
The exterior - Side panels, doors, roofs
What’s acceptable?
Minor scratches or dents
Provided they are not visible on the exterior of the vehicle.
What’s not acceptable?
Dents which are visible
Typical causes: collision or impact damage caused by unsecured loads.
Panelling that is bent or otherwise distorted
Typical causes: carrying inappropriate loads.
We recommend:
• Not allowing inappropriate loads to be carried.
• Ensure that wherever possible the load is fully secured.
• Tub linings, shoring bars and tie rails are installed to protect panels.
Call us to arrange this.
• Call us for a copy of our guidelines for Safe Carriage of Loads and
distribute it to your drivers.
The exterior - Load area, floor, bulkhead, wheel arches
What’s acceptable?
Wearing away of paint on interior surfaces
This is unavoidable in load-bearing areas.
Dents under 30mm in depth
As long as the floor and wheel arch retain their original shape and the metal
is not pierced.
Light substance residues
Earth, oil, dust and cement.
Some floors may be cracked, have small dents, or wooden floorboards
may be cracked or splintered
What’s not acceptable?
Dents over 30mm in depth or dents that have changed the overall
shape of a panel
Typical causes: collision or impact damage.
Piercing of interior panels
Panelling that is bent or otherwise deformed
Typical causes: carrying inappropriate weights, failing to secure loads correctly.
Excessive substance residue which can’t be removed
Typical examples: tar, concrete, paint, spills.
Floors that have large dents, holes, missing or broken floorboards
We recommend:
• Not allowing inappropriate loads to be carried.
• Ensure that wherever possible the load is fully secured.
• Tub linings, shoring bars and tie rails are installed to protect panels.
Call us to arrange this.
• All loads should be carried in accordance with LTSA guidelines.
The exterior - Chassis
What’s acceptable?
Minor scratches and dents
Scratches and chipping of paintwork to exposed areas of chassis
Wheel arches area.
Surface rust to chassis flange and body contact areas
Chassis with minor scuffing and dents
What’s not acceptable?
Any significant damage
Including twisted or bent chassis rails.
Extensive rust
Undercarriage damage
Bent or twisted chassis
Chassis are design to standards for the intended use of each vehicle
– do not exceed these limits.
Cracking
Unauthorised chassis modification
We recommend:
• Fitting belly plates for vehicles driving on construction sites or off-road.
• Anti-corrosion treatment to chassis and driveline.
• Call us for assistance in ensuring vehicle and payload compatibility.
The exterior - Glass, lamps, mirrors
What’s acceptable?
Light scratching and/or minor chipping of any windscreen or
window glass
Provided it is still to Warrant of Fitness (WOF) standard and no heating
elements are affected.
Light scratching and/or minor chipping of any lamp glass
Provided it remains watertight.
What’s not acceptable?
Windscreen damage within the driver’s line of sight
Anything that would cause the vehicle to fail a Warrant of Fitness
(WOF) / Certificate of Fitness (COF)
Damage that affects heating elements on a rear screen
A hole or crack in a lamp glass or lens
Damage to mirror glass or surround, framework or support
Fitment of non-genuine mirrors without prior approval
NB. If there is windscreen damage that has occured
before the return of the vehicle, please ensure it is
repaired before return.
We recommend:
• Fit headlight protectors.
• Fit windscreen stone guards.
The exterior - Accessories, signwriting
What’s acceptable?
Removal of any accessory fitted at the customer's expense
Provided that any damage caused by its removal is made good.
What’s not acceptable?
A damaged or missing aerial
Signwriting or livery which has been added to the vehicle
This must be removed before it is returned, unless prior arrangements have
been made.
Damage caused through an incorrectly fitted accessory
Such as a roof rack or towbar.
Damage caused by the removal of an accessory
Removal of an item that was supplied with the vehicle or
subsequently fitted at our expense
Holes due to the removal of two-way aerials fitted to the body
Damage to paintwork caused by improper fitting and removal of
trade/business signage
We recommend:
• All accessories supplied with the vehicle are returned with the vehicle.
• Take due care and responsibility when removing your accessories,
signwriting and decals, and repair any damage caused by this.
• Where possible fit rubber coated aerials or aerials with quick removal
stems. This will avoid the cost of replacing the entire aerial and base.
We can advise of accessory selection.
• Fit two-way aerials to gutter mounts or appropriate body locations to
avoid drilling holes in the cab roof. We can advise on accessory fitment.
The exterior - Cab
What’s acceptable?
Stone chips
Minor chipping of paintwork that can be attributable to normal usage
Typical examples: chipping caused by flying road stones to front panels,
intake canisters and side mirror surrounds.
Isolated dents up to 30mm in diameter
Provided the paint work or other surface finish remains unbroken.
Isolated abrasions up to 100mm in length
Provided no primer or bare metal can be seen.
Heavy scratching below loading doors
Provided it is attributable to normal loading and unloading.
Heavy scratching below driver and passenger doors
Provided it is attributable to normal cab entry and exit.
What’s not acceptable?
Scratches over 100mm in length or that penetrate to bare metal or
primer
Excessive scratching in a localised area showing bare metal or primer
Due to misuse or negligence.
Dents over 30mm in diameter
Multiple dents in one area that are up to 30mm in diameter
Whether on the interior or exterior.
A minor dent that has broken through the paint to show primer or
bare metal
Repair work that hasn’t been carried out to an acceptable standard
Damage where a fitting has been removed
Dents in cab roofs of refrigerated vans caused by standing on the cab
while attending to the refrigeration plan
We recommend:
• Don’t allow vehicles to carry inappropriate goods or to visit locations for
which they are unsuited.
• Ensure that all reasonable precautions are taken to protect any bodywork
that is at risk of damage.
• Monitor the condition of vehicles. Have your staff complete annual
inspections. Call us for inspection sheets.
• Ensure repairs are carried out to industry standard.
• Ensure staff do not walk on any truck roof.
• Ensure signwriting or decals are professionally removed.
• Fit catwalks to cabs of refrigeration trucks.
The exterior - Bumpers
What’s acceptable?
Areas of scratching and scuffing
Provided there are no cracks or dents and the basic structure is unchanged.
Dents over 100mm in diameter on any bumper that is adjacent to a
loading area
Provided the bumper is still fully functional and retains its shape and rigidity.
What’s not acceptable?
Any bumper that is incomplete, cracked, twisted or misaligned
Substantial damage where a bumper no longer retains its structure
and rigidity
Any dent over 30mm in diameter
Unless the damage is adjacent to a loading area.
We recommend:
• Fitting appropriate protection bars.
• Fitment of fisheye mirrors.
The exterior - Wheels, tyres, guards and tools
What’s acceptable?
Minor scuffing to wheel guards
Scratches and scuffs to rims and trims
What’s not acceptable?
Significant damage to the rim or main body of a wheel
Including the spare.
Missing wheel tools and jack
Significant damage to the sidewalls of tyres
Typical cause: kerbing.
Replacement tyres that don’t meet the recommendations of the vehicle
manufacturer
re: type, size and speed rating
Tyres that are not acceptable in a Road Worthy Condition (RWC) test
Including the spare.
Damaged wheel guards and/or split rims
Recaps to steel axles
We recommend:
• Ensure tyre pressures are regularly maintained.
• Ensure qualified tyre experts carry out regular tyre inspections. We can
assist with tyre inspection programmes.
• Fit tyre pressure decals to wheel arches.
The exterior - Bodies and ancillary equipment
The terms described elsewhere in this guide also apply to Cab Chassis
vehicles with the following exceptions and additions
The exterior - Trays, dropsides, tailgates and hoists
What’s acceptable?
Scratches and small dents
Minor damage to paintwork
Scratches and dent on roller shutters provided they function properly
What’s not acceptable?
Damage where bodywork is pierced
Or where the surface finish is broken.
Roller coasting damage
A tear or rip to a curtain
Poorly repaired curtains
Dropside or tailgates that will not open and close properly
Distorted bodywork
Holes in tray floor
Damaged tailgates
Bent or broken tie rails
Rear damage
Bent or broken hoists
The exterior - Bodywork excluding the cab
What’s acceptable?
Minor scratches to exterior bodywork
Acceptable providing the surface is not pierced, split or broken Glass
Reinforced Ply (GRP) or creased (alloy).
Dents under 50mm in diameter
Acceptable providing the surface finish of the Glass Reinforced Ply (GRP) or
alloy is unbroken.
What’s not acceptable?
Larger dents
Damage that allows water to penetrate a vehicle load area or the
lamination of Glass Reinforced Ply (GRP) bodywork
Sliding container or roller doors that are too badly damaged to close
properly, causing load seepage
We recommend:
• If the load area of a vehicle develops a leak, ensure that it is repaired.
• Ensure all loads are properly restrained.
• Negligence in loading can cause panel distortion. Encourage drivers to be
observant when a third party loads goods.
• Ensure that any damage to the surface of Glass Reinforced Ply (GRP)
bodywork is repaired promptly to prevent water seeping into the bodywork.
This is especially important for refrigerated vehicles as seepage will affect
body panels to maintain temperature.
• Fitment of Dock Buffers to rear to prevent damage to rear end doors and
bumpers.
• Ensure that vehicles never carry inappropriate loads. Bear in mind axle
weight limits, body strength and floor type.
The exterior - Tail-lift platforms, winches
Please note that any leads or accessories supplied with the vehicle must be
returned. This includes guides, ramps, wander leads, pins and hooks.
What’s acceptable?
Minor scratches, chips and dents
What’s not acceptable?
Leaking hydraulics caused by cable damage
Tail-lift platforms must not be pierced, bent or distorted and all switchgear
(internal and external) must be in place and in full working order
Installation of incorrect battery replacements
We recommend:
• Ensure that equipment is always correctly stored when vehicles are in
transit (e.g. tail-lifts and cranes).
• Fit wear strips to the exterior panel or rear-tail-lift platform.
The exterior - Shutters, doors excluding the cab
What’s acceptable?
Minor scratches and dents
Provided the mechanism operates properly, opening and closing fully without
the use of excessive force.
What’s not acceptable?
Door hardware that is broken
e.g. catches, hinges, locks, etc.
We recommend:
• Always ensure roller shutters and doors are closed when in transit.
The exterior - Ancillary equipment
Includes ancillary equipment supplied with the vehicle, such as devices for
measuring and controlling temperature, cranes, Power Take Off (PTO), suzi
coils (electrical & air), turntables, augers, winches and ladder racks.
What’s acceptable?
All ancillary equipment should be returned in full working order
Minor rust
What’s not acceptable?
Equipment that is damaged and not working properly
Leaks that are evident due to damage
Missing coils
Missing or broken components
Missing or damaged standby cables
The exterior - Turntables
Turntables should be free from excess grease to allow for inspection of jaws,
mechanism and plate. All components are to be in good working condition
(ball, race, slide and jaws).
What’s acceptable?
Minor surface rust and scratches on turntable and base plate
What’s not acceptable?
Damage to locking pins
Missing mounting bolts
Cracks to turntable base plate
The exterior - Fuel tanks, exhaust stacks and walkways
What’s acceptable?
Fuel tanks with minor scuffing and dents under 50mm
Walkways must be secure and structurally stable
What’s not acceptable?
Multiple dents in the fuel tank
Rusting or pierced fuel tank
Damaged fuel tank straps
Rusted and unsecured walkways
Broken, damaged exhaust stacks and missing rain caps
Bent and twisted chassis rails
Missing or broken cab steps or step pads
End-of-lease - Moving forward
Keys and remote devices
All keys and remote devices supplied, including spares, must be returned at
the end of the lease.
A charge will apply for any that are not returned with the vehicle. Please
take special care of red keys and other master keys for engine management
systems as the cost of replacing these can be significant.
Routine maintenance
Vehicles must be maintained in accordance within manufacturers guidelines,
as per the instructions in your lease agreement. Routine servicing should be
undertaken at recommended intervals by authorised agents. Take care to
ensure that the vehicle's service record is kept up to date and stamped each
time.
Drivers must ensure that oil and coolant levels are checked regularly and
maintained at appropriate levels between services. Please follow any other
checks and procedures in the vehicle's maintenance guide.
Vehicle Inspections
Upon return of the vehicle an inspection will be completed with a report
documenting the vehicle condition at the end of the lease.
Charges are applicable if:
• A vehicle has not been maintained in the recommended manner
• Any component that has deteriorated as a result of driver negligence
Contact Information
Customer Service - 0800 532 738
www.fleetpartnersnz.co.nz