5 Checks When Returning a Company Car

• August 27, 2024

• Sara Davies

• Driver Articles

5 Checks When Returning a Company Car

When returning a company car, it’s important to confirm the process required by your employer or fleet management company. It may vary depending on how the vehicle is funded or managed and when it is being returned.

You may find you have to arrange collection through your fleet team or they may ask you to arrange it directly with the finance company. It will then be your responsibility to make sure the collection takes place in a timely manner on a date that is suitable to you both, by the return deadline.

If your company car is owned by the business or you are leaving the business before the end of your company car contract then you may be asked to return the vehicle to company premises rather than it being collected from you.

Find out any criteria that your vehicle needs to meet when it is returned and ensure you leave plenty of time to implement them.

What are the 5 Checks?

Follow our 5 checks when you’re returning a company car to ensure no unexpected issues arise.

1. Implement the Return Criteria

There will most likely be common criteria you need to make sure are met which you will have found out by checking the process with your fleet management team. These may include making sure there’s half a tank of fuel in the vehicle or arranging that company telematics devices are removed. Check that these are all implemented before the day of your return.

2. Make Sure the Car is in Acceptable Condition

You should already be engaging in regular inspections of your company car to make sure it is in good condition and working order. If there is any damage you should check if it is acceptable to hand your vehicle back in that condition or if you should arrange repairs prior to handover. For a leased vehicle you will want to check the car is in line with the BVRLA’s fair wear and tear guidelines which your fleet manager or leasing provider should be able to provide you with a copy of.

Part of checking for any necessary repairs is making sure that there are no warning lights on the dashboard or any other issues that fall out of the wear and tear guidelines.  If there are then you should make sure that these are flagged up and where necessary dealt with before returning the vehicle or you could be penalised for them.

Your checks should include:

• Bodywork (dents, scratches and condition of bumpers)
• Tyres (including wheel hubs, alloys and wheels)
• Windscreen and optical features
• Seats (stains, burns, tearing)
• Interior upholstery (coverings and door upholstery)
• Vehicle equipment and accessories

Do this several weeks beforehand and time the repairs for roughly a week or so before handing the vehicle back, that way no new damage is likely to occur before handover but you also have a week or so to play with if the work gets delayed by the garage for any reason.

Conduct a VMC of the car to assess other aspects of the vehicle, including the functionality of lights and lenses, tyre tread and pressure and fluid levels. A second final check on the car a few days before handover can include topping up anything that might need one last refill like the washer fluid.

3. Ensure Maintenance or Servicing Due Has Been Completed

Make sure that any necessary maintenance work and servicing has been completed. Make sure to book this in a couple of weeks before the vehicle is returned so any larger issues have time to be addressed.

4. Clean the Car Thoroughly

A day or two before handover, clean the car, inside and out, to make sure it’s in the best possible condition for return.

Read our detailed guide to cleaning your car or choose a valet service if it’s more convenient.

5. Gather Any Documents

Make sure you have all of the administrative documents for the vehicle together that are in your possession (where relevant, the contract, the logbook, the vehicle inspection certificate, etc.) as well as any related items such as spare keys and manufacturers’ instructions. That way, when the day comes to return your vehicle, all you’ll need to focus on is the car inspection and handing the car back.

Returning a Company Car FAQs

Is there anything else I need to do before handing back my car?

If your company car benefit is managed by your employer through the payroll they should handle changes internally that may involve HMRC and you should not need to do anything.

If you are unsure whether you need to notify HMRC then you should speak to your fleet management team.

What Do I Need to Do on the Day of Return?

Set aside plenty of time. Some companies have different representatives inspecting and collecting vehicles and there may therefore be a wait of a couple of hours after the inspection before it is collected. Also time slots may be estimated so you should be prepared for collection to be delayed or early.

If you are returning the vehicle yourself then familiarise yourself with the information you’re given regarding where you are taking the vehicle and who you are handing it over to.

How Do I Return a Vehicle Managed by Wessex Fleet?

If your vehicle is managed by Wessex Fleet then our Customer Services Team are here to help with any questions that you have about returning your company car. Just give us a call on 01722 322 888.

 

Enjoyed this article? Read more of our latest blogs below:

• 5 Practices of the Best Fleet Managers
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• How Often Should You Be Inspecting Your Fleet
• 5 Checks When You Get a Company Car

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Or are you looking to understand the company car, fleet management or any other aspect of fleet vehicles? If so, then check out our Guide Pages.