Fleet management
Car & Van Returns
Useful information about your vehicles on fleet, including breakdown assistance, vehicle return standards, excess mileage charges, servicing requirements, defleet procedures and tips on how to minimise your outgoing costs and charges.
24/7 support
Breakdown Assistance
If you experience a breakdown, contact the manufacturer's dedicated assistance line below. Tap any number to call directly from your phone.
Audi
0800 699 999
Mercedes-Benz
00800 1777 7777
BMW
0800 777 111
Peugeot
0800 294 0294
Citroen
08000 72 72 72
Polestar
0800 051 7863
Ford
0203 564 4444
Renault
0800 085 8005
Hyundai
0800 980 2733
Tesla
01628 450 660
Jaguar Land Rover
0800 521 786
Toyota
0844 701 6201
Kia
0800 015 8762
Volvo
0800 777 116
Lexus
0844 701 6201
VW
0800 777 192
Repair charges
End of Life Repair Costs
In accordance with your Lease Agreement, vehicles must be returned to the required Return Standards. If vehicles are not, First Flexi Lease shall notify you of the costs that will be incurred to bring them up to the required standard on your behalf, in the form of a costed inspection. A matrix is used to produce the inspection estimate.
Cars
End of Life Repair Cost Matrix
Standard car repair cost matrix applies
Vans
End of Life Repair Cost Matrix
Commercial vehicle repair cost matrix applies
Charges
Excess Mileage & Excess Rental Charges
Excess rental charges apply if you keep the vehicle beyond the lease end date. If the vehicle is returned significantly late, higher charges may apply. Excess mileage charges are incurred if the vehicle travels more miles than permitted during the lease period and set out in the vehicle lease schedule.
Maintenance
Vehicle Servicing Requirements & Return Standards
It is essential that customers closely monitor the service requirements for all vehicles currently on fleet and ensure that vehicles are serviced to the manufacturer's guidelines, that the service book is appropriately stamped, and that receipts are kept to provide on request.
Please refer to the vehicle handbook or the vehicle menu, which provides a countdown in days or miles to the next service if you are unsure about service requirements. In most cases services should be carried out by a main dealer with genuine manufacturer parts. As an exception, if the vehicle is a Volvo taken on a 9 month / 18k mile term, it must be serviced in the Volvo dealer network.
Service interval exceeded by 500+ miles
Any vehicle not serviced within the manufacturer's guidelines, or that has exceeded a service interval by 500 miles or more, will be deemed out of programme and the Out of Programme Vehicle Policy will apply.
Service overdue by less than 500 miles
A missed service penalty of £500 plus the cost of the service will apply.
Important
Out of Programme Vehicle Policy
If a vehicle is returned in any of the below circumstances, it will be deemed out of programme:
- Returned 45 days or more after the Lease Termination date stated on the vehicle Lease Schedule
- In excess of the maximum mileage limit stated on the vehicle Lease Schedule
- Damage value exceeding £3,000
- Damage to a structural panel that requires replacement of that panel
- Is not serviced in accordance with the manufacturer’s guidelines and invalidating the warranty
At this point the customer will be required to immediately purchase the vehicle at either the manufacturer's or dealer's agreed buyback price or market value, whichever is the greater. The market value is calculated as 100% of CAP Clean as at the date the vehicle goes out of programme with a mileage equal to the free Lease Mileage Allowance.
Excess rental charges remain due until the date First Flexi Lease agree the vehicle is out of programme, in accordance with the charging structure detailed on the Lease Schedule.
The customer must notify First Flexi Lease of the details for where the invoice should be addressed and First Flexi Lease will raise the invoice within 7 days of the out of programme date. Payment is due within 14 days of the date of invoice.
Late payment
If payment is not received within 14 days, First Flexi Lease reserves the right to make a Late Payment Charge of 3% over Barclays Bank Plc Base Rate from the out of programme date to the date payment is received.
If the customer is unable to raise the funds to purchase the vehicle, First Flexi Lease reserve the right to dispose of the vehicle and charge the customer any shortfall against the buyback price or market value, plus an administration fee of £250 + VAT. The vehicle would go through the standard defleet process and any associated charges would be chargeable to the customer. Excess rental and excess mileage charges would be applicable to the date the vehicle is made available and at the odometer reading at the time of inspection.
Any variation to this Out of Programme process is at the absolute discretion of First Flexi Lease.
Advice
Defleet Tips
To help maximise the profitability of your business, it is vital that you manage your defleet processes carefully to ensure you minimise your costs and avoid any unnecessary charges. There are 5 categories of defleet costs:
Minimising Excess Rental Charges
- Ensure you are aware of defleet dates
- Ground vehicles in good time to allow preparation for inspection. Allow extra time if damage needs repairing.
- Order replacement vehicles in good time, especially if ordering a specific vehicle for a specific customer
Minimising Excess Mileage Charges
- Monitor mileages throughout the life of a vehicle
- Swap around vehicles if a customer is regularly doing high mileage
- Consider sub-contracting vehicles for hires planning particularly high mileage
- Ground vehicles early if excess mileage charges are extremely high or will cause the vehicle to go out of programme
Minimising Damage Repair Costs
- Carefully inspect vehicles at the start and end of rental and always charge customers for any insurance excesses
- Where possible, repair the vehicle yourself to keep repair costs in your control
- Always use a high quality repairer to avoid re-repair costs after defleet
- Make sure vehicles presented to inspectors are clean and easy to access
Avoiding Service Penalty Charges
- Make sure you are aware of service intervals
- Ensure you use an authorised dealer
- Service vehicles on time
- Make sure all service books are stamped and signed
Avoiding Missing Item Charges
Make sure your staff do thorough vehicle checks at the start and end of hire and make sure customers are charged for any missing items. Always ensure vehicles are returned with:
Damage or Missing Items on Delivery
Should damage and/or any missing items be noticed on delivery by the customer or staff member responsible for checking vehicles in, please ensure this is noted on the delivery paperwork and a copy is sent accompanied with a detailed email including the registration of the vehicle concerned. This must be notified to First Flexi Lease within 24 working hours to enable us to raise it with the dealer/manufacturer concerned.
defleet@oakfirst.co.ukNeed help?
Further Help & Advice
If you would like any further help or advice on minimising defleet costs or have any queries on a costed onsite inspection report you have received, please get in touch.
Contact Defleet Team