Are you unsure about what counts as fair wear and tear, or are you worried about possible damage to your lease van and having to pay penalty charges at the end of your lease?
Worry no further. With this guide, we're giving you a rundown on what does and does not come under the permitted fair wear and tear category. We'll also guide you on how to check over your van in preparation for the final inspection when you eventually have to hand it back. Chances are, that little thing which you thought would lead to a penalty charge might actually be covered under the acceptable fair wear and tear allowance.
What is Fair Wear and Tear?
Fair wear and tear refers to the acceptable kind of damage or deterioration which your van sustains from normal usage, as opposed to excessive damage caused by accidents, neglect or poor treatment. Obviously, it's rarely possible to return your van to your lease provider in the exact same condition as when you received it, and leasing and finance companies know this. Weather, mileage and natural deterioration all take their toll, even if you've only been using your van for normal use. This is especially true considering that the normal leasing period can last anywhere from 1 to 5 years, which is why the fair wear and tear policy exists.
Following the fair wear and tear leased vehicle guide set out by the British Vehicle Rental and Leasing Association (BVRLA) is the best way of determining if your van is in good enough condition at the end of your lease. The BVRLA fair wear and tear stipulations form an industry-wide guide setting out a universal definition of what constitutes fair wear and tear, meaning that there's no confusion surrounding what is acceptable or not. The same fair wear and tear rules apply regardless of whether you are on a business or personal leasing contract, although a leased car or truck does have slightly separate guidelines from commercial vehicles like vans.
Whilst individual lease providers may have slight differences in their own fair wear and tear definitions, they'll all generally be based around the BVRLA guidelines, and your leasing or finance company should communicate the standard which they expect you to leave your van in. You can visit the BVRLA's fair wear and tear page directly or email fleet@bvrla.co.uk to order. The BVRLA fair wear and tear guide for light commercial vehicles (including vans) is available to BVRLA members as an A5 hard copy booklet or as a licensed electronic document.
By now, though, you're probably wondering what counts as van fair wear and tear and what doesn't. So, let's take a look at acceptable and unacceptable wear and tear as per the BVRLA fair wear and tear guidelines.
Acceptable and Unacceptable Wear and Tear
Loading Area
Acceptable
- Small bumps, dents and scratches (unless they interfere with the doors opening)
- Limited scuffing
- Abrasion on loading area sills
Unacceptable
- Loading floor holes
- Damage that interferes with compartment functions or door usage
- Damage from improper loading
- Missing or damaged interior linings
- Wheel casing dents
Body and Paintwork
Acceptable
- Light paintwork damage that hasn't penetrated to the base or bare metal
- Paintwork scuffs or scratches with a maximum length of 100mm and a maximum diameter of 20mm that can be easily removed via a mechanical polish
- Natural weather discolouration
Unacceptable
- Colours that don't match
- Flaky paintwork, preparation marks and uneven surfaces
- Damage that has corroded
- Bare metal penetrated by scuffing
- Body parts marked by more than 2 scuffs or scratches or with dents having a diameter greater than 20mm
Bumpers and Grille
Acceptable
- Less than 3 scuffs or scratches in the same area, with a maximum size of no more than 100mm and a maximum depth of no more than 1mm
Unacceptable
- Broken grilles and damaged bumpers due to direct impact
- Missing or misshapen parts
- Painted bumpers that show scratches going through to the base
Wheel rims and tyres
Acceptable
Minor tyre wear
- Minor wheel trim and alloy scuffs or scratches
- 1 scratch or scuff under 100mm on the wheel face
- One scratch or scuff under 100mm on the wheel border
Unacceptable
- Flat tyres or tyres with a tread depth of below 2mm
- Missing or damaged wheel trims from breaks and cracks
- Misshapen rims
- Bulges or cuts in tyres
- Missing spare wheel (if originally included with your van)
- Damaged tyres from direct impact
Windows, Lights and Glazing
Acceptable
- Scuffs or scratches with a total maximum length of 50mm and a total maximum depth of 1mm
- Scuffs or scratches to painted mirror casings that haven't gone through to the base metal/material
- Stone chips on the windscreen under 10mm that aren't in the driver's line of sight
- Stone chips on light casings
Unacceptable
- Cracked or damaged glass/mirrors
- Damaged lights or poorly-fitted beacons
Van Interior
Acceptable
- Wear in the footwell and seating
- Minor headlining damage
- Abrasions and minor tears in heavily-used areas
- Dent on partition wall
- Holes left from telephone equipment removal
- Stains that can be easily cleaned
Unacceptable
- Damaged or torn dashboard or headlining
- Damaged, torn, stained or missing seat covers and upholstery
- Holes in centre console
- Broken storage compartments
Self-inspecting Your Van Before You Hand It Back
Before you hand over your van and receive the final inspection, you should conduct a preliminary pre-collection inspection of the van yourself at least 10 weeks before the end of your lease contract. This should help you to avoid any nasty surprises in the form of penalty charges, whilst also leaving time for suitable repairs to be made in the event that you do spot something. Getting someone else to look over the van with you may help to form an objective, unbiased opinion.
- Pick a time in broad daylight: You'll need to be able to see what you're doing, so park in a place with good natural light. Make sure that there are no shadows obscuring parts of your van.
- Do it in dry weather: Like with shadows and poor lighting, rainwater or dirt can play tricks on the eye and obscure any bits of unacceptable damage.
- Inspect the whole exterior: Look at the van from every angle for any clear visible damage, being sure not to miss a panel or side. Remember to check the roof and below the bumper, too, and don't forget the tyres and wheel trim.
- Check the glass: As in mirrors, windows and lights. Watch out for chips, cracks or holes.
- Check the interior: Look over seats, carpets, trim and interior lining for any stains or odours. On inspection day, the inside needs to be fully clean, just like the exterior.
- Look over the dashboard and controls: All electrical equipment must be fully functional, including but not limited to warning lights, satnav and any other appliances.
How Do I Fix Any Damage to My Van?
Okay, so you've seen some potential damage or wear and tear which you think is not covered under the usual fair wear and tear allowance.
Whilst you could attempt a personal DIY repair yourself, do bear in mind that a poorly-done job could lead to even more damage and even greater penalty fees. For that reason, you're best-advised to contact a professional from a reputable garage so that the repair meets the BVRLA fair wear and tear guidelines. Before doing that, though, you'll need to get in touch with a financing agency for approval before you submit a maintenance request.
Things You Must Return With the Van
Be sure to return anything that was included with the van when you first leased it. General golden rule is: whatever came with the van, stays with the van. That includes items like a spare wheel, spare keys, radio code cards, and any emergency equipment supplied (e.g. wheel brace, warning triangle). Also, don't forget any wheel nuts.
When handing over your van, you'll also need to have the right documentation in place: owner's manual, vehicle service book, vehicle registration document, and (if applicable) a valid MOT certificate/receipt.
Likewise, any items or features which you added yourself have to go. That includes any personal belongings or optional equipment fitted, like tow bars, roof rails, alarms, or signage and vinyl wraps. (For a full list of possible van modifications, take a look at our van modifications guide here.) The van should also be fully clean and in sound mechanical condition.
What Will Happen at the End of My Lease Agreement?
At the end of your van lease agreement, your van will go back to the leasing company which you took it out with. Because the van's future value depends on its condition and depreciation, it will then be subjected to a fair wear and tear assessment as per the BVRLA fair wear and tear guidelines as part of a detailed inspection for any harsh treatment or excess damage. Should such damage be discovered, you'll be required to pay certain fees known as lease-end penalty charges. Anything that's just over the acceptable specifications outlined earlier may cost you. Any significant damage and you'll definitely be penalised.
Play It Safe
Just remember: the best way to prevent excessive wear and tear on your van is to clean it regularly, properly maintain it at all times and make sure that it gets properly serviced during your lease period. You really can't go far wrong with that!