Preparing your vehicle for collection

Question 1

How do I prepare my vehicle for collection?

ald · Accepted Answer

When preparing your vehicle for collection there are a range of things you can do:

- Your vehicle should be clean so you can easily spot damage.
- Walk around the vehicle checking for dents and scratches.
- Crouch down at the front and rear so you can see along the bodylines of the vehicle to check for dents and scratches.
- Check all windows, lights, lenses and mirrors for cracks and holes.
- Check all vehicle controls, lights and horn are working fully.
- Ensure your vehicle is mechanically roadworthy. Any technical issues or manufacturer recalls should be addressed ahead of collection.
- Remove all personal data from the vehicle's navigation/control systems.
- Remove all personal belongings from the vehicle.
- Gather service receipts, vehicle documentation and keys (please ensure that all information containing personal data such as addresses is erased from all documents).
- Where applicable ensure your vehicle’s locking wheel nut key, sat nav SD card/disc, charging cables, parcel shelf/load cover, all head rests and tyre inflation kit are all present and complete.
- Interior trims must be clean and odourless with no burns, scratches, tears, dents or staining.
- Where applicable, please can you remove all subscriptions to apps linked to your vehicle.   We cannot be held responsible for any charges or data breaches resulting from a failure to remove data or subscription options.

Question 2

What do I need to do to ensure my vehicle collection is successful?

ald · Accepted Answer

On the day of the collection, you, a nominated adult or your company’s representative will need to be available to meet our collection agent.

Our collection agent can decline to collect your vehicle if it’s not deemed to be safe, legal and roadworthy on the day of collection. To avoid this, and any related charges, please ensure that:

- Your vehicle’s MOT is valid.
- There are no warning lights on your vehicle’s dashboard.
- There are no cracks in the windscreen impacting the driver’s sight (this is determined at our collection agent’s discretion).
- All tyres are roadworthy, tread depths are no less than 1.6mm and that there’s no damage to the sidewalls of the tyres.
- Standard petrol/diesel vehicles must have at least a quarter of a tank of fuel when the vehicle is collected.
- Battery Electric Vehicles (BEVs) must be fully charged when the vehicle is collected.

Question 3

Do I need to keep my vehicle insured until the collection is completed?

ald · Accepted Answer

Yes, it’s important that your vehicle remains fully insured until the collection is completed.

Question 4

What condition does my vehicle need to be returned in?

ald · Accepted Answer

Even with careful driving and regular maintenance, a vehicle’s condition can deteriorate over time. This is known within the vehicle leasing industry as ‘fair wear and tear’, which is defined and governed by the [BVRLA fair wear and tear guidelines](targetSelf:https://issuu.com/bfwsn67/docs/fwt_2014-15_issuu_ald_automotive_ca?e=2001091/8764530).

Deterioration or fair wear and tear is not to be confused with damage which occurs because of specific events, for example, harsh driving, accident damage, incorrectly stowed items and/or driver negligence.

You’ll be charged for any damage outside of the BVRLA Fair Wear and Tear Guidelines. You can address this with your dealership or a reputable bodyshop ahead of your vehicle being collected.

Please be aware that, once the collection has taken place, the vehicle cannot be returned to allow for any repairs or rectification work to be carried out.

Question 5

What charges will be applied if my vehicle is returned with damage?

ald · Accepted Answer

The information below illustrates indicative repair costs that you may be charged, for any damage identified on your car that exceeds the fair wear and tear standard according to the BVRLA.

Prior to your contract end date, we advise that you decide if you want to repair any damage to the vehicle before it is returned. You should read carefully any internal policy your company or fleet contact may have provided relating to damage incurred to the vehicle and how it will be recharged.

**Indicative repair costs for passenger cars**

Component Condition Indicative Costs:

- Roof and sill panels scratched, dented, chipped - up to £250 where any damage has occurred.
- Exterior body panels (excluding the above) scratched, dented, chipped - up to £250 where any damage has occurred.
- Spare key/key card missing average charge - up to £300 per missing spare key.
- Alloy wheel (standard/polished) gouged, scuffed, chipped - up to £80 per alloy.
- Windscreen chipped - up to £50.

The below are charged at the manufacturer recommended retail price:

- Seat holed, burned.
- Charging Lead broken, damaged, bent/snapped.

Please Note: These charges are exempt from VAT.

These are indicative costs, as damage and repair charges can vary dependent on size and nature. All damages will be assessed against the BVRLA fair wear and tear guidelines, [found here](targetBlank:https://issuu.com/bfwsn67/docs/fwt_2014-15_issuu_ald_automotive_ca?e=2001091/8764530), and our internal recharge policy.

Any damage that is not suitable for repair based on the severity, will have a full replacement charge applied alongside any relevant representative labour costs. This is likely to result in an increased cost.

The indicative costs are accurate at time of publication and may be subject to change.

Question 6

What will happen if my vehicle is returned with a mechanical defect?

ald · Accepted Answer

Your vehicle must be maintained in accordance with the manufacturer’s guidelines to ensure it’s running safely. If your vehicle is returned with significant mechanical and/or electrical defects, you may be charged to have these defects rectified or to cover the loss of value at point of sale brought about by these defects.

In addition, an ‘aborted collection fee’ may be applicable if the vehicle is not roadworthy and additional collection transport needs to be arranged.

You may also be charged per missing service if your vehicle’s service history record is found to be incomplete.

Question 7

Can I arrange insurance repairs after my vehicle has been collected?

ald · Accepted Answer

If you intend to have insurance repairs carried out, these must be completed ahead of the vehicle being returned to us. We are not able to liaise with your insurance company to arrange repairs. Once your vehicle has been collected, we can’t return it to allow any repairs or rectification work to be carried out.

Question 8

Can I return my vehicle’s service history after the collection?

ald · Accepted Answer

If you’d like to provide us with missing service history, please send it to us at [servicereturns@aldautomotive.com](targetSelf:mailto:servicereturns@aldautomotive.com) including the vehicle registration number in your email.

Please be aware that if your vehicle has been sold, we won’t be able to refund any charges for any missing items, including missing service history.

Question 9

I forgot to return something with my vehicle, can I return it after collection?

ald · Accepted Answer

If you’re unable to return required items when the vehicle is collected, it may be possible to return them to us after collection to avoid charges.

If you’d like to return items other than service history (e.g. keys, locking wheel nuts, satellite navigation SD cards, parcel shelves, head rests etc), they’ll need to be posted or taken to the relevant de-fleet centre. Please call us on [0117 908 6444](targetSelf:tel:01179086444) and we’ll advise you of the details for the relevant de-fleet centre.

You’ll need to provide us with proof of delivery/handover of these items so that we can review any charges.

**Please be aware that if your vehicle has been sold, we won't be able to refund any charges for any missing items, including missing service history.**

Question 10

What can I do to avoid being charged for damage?

ald · Accepted Answer

You can help avoid or reduce costs caused by damage or missing items outside fair wear and tear by looking after your vehicle carefully.

Please allow sufficient time prior to the end of your agreement should you require to carry out any repairs before returning your vehicle.

It’s advisable for any damage to be repaired as soon as possible after it is identified. This is particularly important to avoid windscreen chips developing into cracks or when the paintwork is damaged and likely to corrode further if left unchecked.

Question 11

What do I need to remember when returning my vehicle?

ald · Accepted Answer

- Book a collection at a location of your choice (within mainland UK and Ireland) before the date your contract ends. You can find further information on [how to book your vehicle’s collection here](targetSelf:https://www.aldautomotive.co.uk/en-gb/faq/q/end-of-contract/booking-your-vehicles-collection/).
- Check your vehicle against the [British Vehicle Rental and Leasing Association (BVRLA) Fair Wear & Tear guidelines](targetSelf:https://issuu.com/bfwsn67/docs/fwt_2014-15_issuu_ald_automotive_ca?e=2001091/8764530).
- Decide whether to repair any damage that falls outside of these guidelines.
- Take note of the items you must return along with your vehicle. You can find information on what needs to be returned with your vehicle in ‘What items do I need to return with my vehicle?’.
- Ensure your vehicle has a valid MOT for the date of collection. You can find information about [when your vehicle’s MOT will be due here](targetSelf:https://www.aldautomotive.co.uk/en-gb/faq/q/mots-servicing-maintenance/).
- If your/your company vehicle has a cherished plate, it will need to be removed ahead of collection. You can find out more about [removing a cherished plate from your vehicle here](targetSelf:https://www.aldautomotive.co.uk/en-gb/faq/q/managing-your-agreement/cherished-plates/).

Question 12

What do I need to remove from my vehicle before collection?

ald · Accepted Answer

- Delete all personal data stored in the vehicle (e.g. phonebook, sat nav locations, via any connected vehicle services) and erase any personal data from documents including service history (e.g. names, addresses, bank card number).
- Remove and terminate your access to the vehicle through any connected vehicle service/app.
- Ensure all personal belongings are removed from the vehicle.
- If you’ve had a tracker fitted to your vehicle, this must be removed or deactivated. If this isn’t done prior to collection, it may be possible to make arrangements with the relevant de-fleet site, however any removal and collection of the tracker unit will remain your responsibility.
- You can find information about [removing accessories from your vehicle here](targetSelf:https://www.aldautomotive.co.uk/en-gb/faq/q/managing-your-agreement/vehicle-accessories/).
- You can find information about [removing advertising and logos from your vehicle here](targetSelf:https://www.aldautomotive.co.uk/en-gb/faq/q/end-of-contract/charges/).

Question 13

What happens if I leave any personal belongings in the vehicle?

ald · Accepted Answer

If any personal belongings are left in the vehicle, it may not be possible for us to get these back to you. If, after the vehicle has been collected, you do notice that you have left something in the vehicle, please call us on [0117 908 6444](targetSelf:tel:01179086444) and we’ll try our best to locate it for you.

If we can locate items left in the vehicle, it’ll be your responsibility to collect them or to arrange for them to be sent to you, including covering any delivery costs.

Question 14

What do I need to return prior to collection?

ald · Accepted Answer

Your service history needs to be provided prior to the collection of the vehicle. Please send your service evidence to [servicereturns@aldautomotive.com](targetSelf:mailto:servicereturns@aldautomotive.com) for one of our team members to review.

- Please ensure that your vehicle registration is the subject of your email, not including spaces in your registration (e.g. AB12CDE).
- Please attach your service history evidence to your email, unfortunately we are unable to accept weblinks.
- When providing proof, the required information is the date/s, mileage/s, and location/s of the conducted service/s.
- When receiving proof of servicing, copy invoices from the service provider, images of entries in the service logbook and digital service record print outs are all acceptable.
- You can find guidance on how to print your vehicle’s digital service records in the manufacturer’s handbook, which should be in your vehicle’s glove box. Alternatively, you can contact your vehicle’s manufacturer.
- If you’re providing proof of the service logbook, please ensure that the service centre has stamped it and evidence of this is included.
- The accepted file types are PDF, JPEG, and PNG.
- When your service history proof has been processed in accordance with our specifications, you’ll receive a confirmation email.

Question 15

What items do I need to return with my vehicle?

ald · Accepted Answer

- All keys, including spare keys.
- Vehicle tools, including tyre inflation kits and locking wheel nut.
- Satellite navigation disks or cards (if applicable).
- Parcel shelves and headrests.
- Charging cables for electric vehicles (if applicable).

Question 16

What items do I need to return after my vehicle’s collection?

ald · Accepted Answer

If you hold the V5C vehicle registration document (log book) for your vehicle, this will need to be returned to us once the collection has been completed.

You can find guidance on [who holds the V5C for your vehicle here](targetSelf:https://www.aldautomotive.co.uk/en-gb/faq/q/managing-your-agreement/vehicle-log-book/).

If you hold the V5C, please complete the ‘selling, transferring or part-exchanging a vehicle to a motor trader’ section. This is section 9 on old style V5C documents and section 4 on new style V5C documents.

Please send the whole document, ensuring that the “New Keeper” section (section 6) is attached, as soon as your vehicle has been collected to:

Remarketing Support,  
 ALD Automotive, Oakwood Drive,  
 Emersons Green,  
 Bristol  
 BS16 7LB.

Frequently asked questions

How can we help you?

About us

Complaints

Contract queries

Life events

Electric vehicles

In case of emergencies

End of contract

Getting started

Managing my agreement

Servicing, maintenance and MOTs

Payments

Products

Booking your collection

Buy your vehicle

Charges

Vehicle collections process

Preparing your vehicle for collection