Vehicle daily checks and weekly maintenance: Your company car responsibilities explained
What checks should you do regularly if you run a company car? Our explainer guide tells all...
The peace of mind offered by a company car lease that comes with a maintenance package is great, but you still need to keep on top of all those little tasks that crop up over time as you use a car. Checking your tyre pressures and adjusting them if they’re out, topping up your engine oil, or refilling your windscreen washer bottle are but a few examples. A maintenance package for a company car won’t do these tasks for you, which is why daily and weekly checks on your lease vehicle are essential.
Keeping on top of these checks will not only keep you safe, it will also save you money in wear-and-tear charges at the end of the lease.
Why maintenance matters for business lease vehicles
It will save you money in the long run. If you fail to keep on top of maintenance for your business fleet vehicle, you’ll run the risk of facing expensive end-of-contract charges for damage deemed outside British Vehicle Rental and Leasing Association (BVRLA) guidelines.
In addition, if you keep on top of checks and maintenance, your company car will be both safer and more reliable. And spotting things going wrong before they become major problems is your responsibility.
Finally, your insurance provider will expect you to be on top of your vehicle’s maintenance, because if you aren’t and have an accident, the insurer could refuse to pay out.
The daily checklist: two-minute safety essentials
Walk around the car to make sure that all of the lights and indicators are working as they should. If you can, get someone to check the brake lights as you press the pedal. If no one is available, reverse the car up to a window and check the reflection in your rearview mirror.
Most modern cars have warning lights for failures, so double check to ensure that nothing has appeared on the instrument display since you last used your company car.
Give each tyre a quick visual check to ensure that it’s inflated, it has no visible cuts or bulges, and that there’s plenty of tread.
Weekly maintenance: protecting your "fair wear and tear" record
Tyres are the only parts of your fleet vehicle that actually touch the road, so they’re vital to how your car drives – not only in the way it deals with corners, but also how efficient it is. After all, driving on semi-flat tyres will greatly increase fuel consumption or cut electric car range. That’s why you must check the tyre pressure using a gauge on a weekly basis.
Tyres that are low on pressure will also be more susceptible to failure, which could leave you stranded.
At the same time, you must also check the fluid levels in your business vehicle, and ensure that everything is topped up as it should be. And we’re not only talking about oil, you should also check and top up the screen wash (vital in UK winters), the engine coolant, and, if necessary, the power steering fluid.
Keeping your car clean is also a good idea, because not only are clean windows easier to see out of, but regular washing stops your company car’s paint from degrading. It’s wise to get rid of interior stains, too, because these are common ways to incur extra “fair wear and tear” charges.
Worn wiper blades will merely smear your windscreen, so if they need to be replaced, do so.
Non-maintained vs. maintained leases
What’s the difference between a non-maintained lease and a maintained lease? It’s pretty simple, a non-maintained lease requires that you or your fleet manager take charge of paying for all servicing and maintenance on the business lease car.
However, a maintained lease will cost the business slightly more each month, but that extra cost will cover regular maintenance, replacement tyres and certain repairs. However, even under a maintained lease, the driver is required to carry out daily and weekly checks to make sure the vehicle remains in a safe and serviceable condition.
| Non-maintained lease | Maintained lease |
| Lower monthly cost because you’re paying for the vehicle and nothing else | Higher monthly cost covers scheduled services |
| All servicing and repairs come out of your pocket or your employer’s | All covered. You just need to book the car in |
| You must cover all tyre issues | Replacements tyres are covered |
| You run the risk of facing the odd big bill | Costs remains static from month to month |
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FAQs
Check the fleet vehicle management contract. Some leases will cover it if they’re maintained leases, but a non-maintained lease will not.
The British Vehicle Rental and Leasing Association (BVRLA) has produced industry-wide guidelines covering what represents acceptable aging versus chargeable damage. Generally, easily removable marks and scuffs are acceptable, but damage including holes in interior fabrics and dents are not.
Unlikely. Most business car leasing companies will expect you to use a franchised dealer for any repairs, to maintain a company lease vehicle’s warranty and history. Sometimes, they will allow you to use an approved repairer.
Don’t do this. If you go a certain mileage or time past the scheduled service you run the risk of voiding the vehicle’s warranty, which will lead to expensive “end of contract” penalties.
