
Intermediate inspections: controlling the cost of returning leased vehicles

How can you avoid rental vehicle return costs through optimized fleet management?
Despite changes in business mobility patterns, the car remains one of the main means of transport for employees. Long-term rental (leasing) is still widely used by companies to build up their car fleets for company or service vehicles. However, the cost of returning vehicles at the end of the contract often adds to the burden of fleet management.
Return costs can run as high as 2,000 to 3,000 euros per vehicle, especially when there is no visibility of the actual condition of the vehicles. Bumps, scratches and scrapes are often ignored, leaving fleet managers unprepared at the time of return.
How can you avoid these unexpected return costs? Here's a four-step approach to controlling fleet management costs and limiting reconditioning expenses.
Step 1: Make drivers aware of the importance of communication

Vehicles are generally leased for 36, 48 or even 60 months. Over such periods, it's not unusual to see damage and wear and tear.
All too often, however, drivers forget, whether deliberately or not, to declare the damage to the fleet manager, who then finds himself in a situation of total blindness.
The first answer to this thorny question lies in the hands of drivers. They need to be made aware of the consequences of this lack of information, and encouraged to communicate more with their fleet manager.
Yes, but not only...!
Step 2: Use a fleet management tool to facilitate communication

They also need a tool to facilitate communication with the fleet manager. This key information is essential for anticipation.
For example, this is what Optimuma European specialist in connected vehicles since 2006. The fleet management solutionIt comprises a web-based (SaaS) management platform and a mobile application (providing the interface between the fleet manager and drivers).
The "Claims Management" module developed by Optimum Automotive enables drivers to :
1 - To report a claim (place, date, time, circumstances, photos of damage...)
2 - To carry out regular inventories of their vehicles:
- Frequency: defined by the fleet manager
- Notifications inviting drivers to carry out a complete inspection of their vehicle according to a predefined schedule.
Drivers follow a "photo report scenario" with 18 required checkpoints. The number of photos is unlimited:
- body components
- vehicle interior
- tires
Step 3: Call in the automotive expert for an in-depth analysis
Depending on the size of the fleet, careful examination of these photos can require a significant investment of time.

To lighten the load, Optimum calls in a team of experts specialized in vehicle restoration. They will then analyze the identified damage in detail. They will then estimate the cost of repairs needed to keep the vehicle in perfect working order.
Step 4: Anticipate rather than endure: A serene return
Armed with this invaluable information throughout the vehicle's operating cycle (photos of damage, estimates for repairs), the fleet manager is in a position to make informed choices: return as is, repairs with or without recourse to insurance...
When the time comes to return the vehicle, the fleet manager can rest easy. He knows that the returned vehicles comply with the initial rental contract, and that he won't be charged any return fees!
Optimize fleet management for total cost control

In conclusion, new-generation tools help to streamline the flow of information between drivers and fleet managers. They benefit from perfect visibility of the actual state of the fleet.
What's more, with the support of automotive experts, you can anticipate repair costs at a lower cost. It also makes it possible to eliminate return costs, for better control of fleet TCO. Beyond the economic aspects, regular vehicle inspections also help to preserve the company's "brand image" (e.g. flocked vehicles) and employer brand (e.g. attractive benefits available to employees), as well as preventing road risks (e.g. checking tire wear). As everyone knows, a well-maintained vehicle is safer than one that has been neglected.