Ford Lease Contract Hire including maintenance





Important information

It is your/your company’s responsibility to ensure your vehicle is insured in accordance with the terms of its agreement with us. Your/Your company's vehicle must be maintained in a legal, safe and roadworthy condition. It is also important that you/your company follow the manufacturer’s instructions detailed in the vehicle handbook regarding all servicing and maintenance.

It is your/your company's responsibility to check that all oils and fluids are topped-up in-between services. Please note the cost of consumables such as top-up oils and lubricants are not included within a maintenance agreement. When you/your company return your/your company's vehicle at the end of its agreement it must have a full service history as well as a valid MOT where appropriate.

Accessories can only be fitted with prior approval. Any damage caused by the fitment or removal of accessories must be repaired before your/your company's vehicle is returned to us. If an accessory invalidates a warranty or goodwill contribution from the manufacturer, you/your company will be liable for any costs incurred. It is also your/your company’s responsibility to ensure accessories and conversions are maintained and kept in a legal and roadworthy condition for the contract duration. Please read the ‘end of agreement: vehicle condition’ section for further information.

Depending on the fine or penalty notice, they will either be charged to you/your company, redirected (described as represented) to you/your company or paid by us and recharged to you/your company. Make sure you understand how fines and penalty notices will be charged to you if you, or an authorised family member, are driving the vehicle. You can find out more by reviewing your/your company contract, where we will have detailed how we handle fines and penalty notices in more detail.

While we may be the registered keeper of your vehicle and if this is a company vehicle, it remains your/your company’s responsibility to ensure that you/your company's vehicle insurance details are recorded on the Motor Insurance Database. Failure to comply with the current legislation could result in a fine of up to £1,000 per incident. For further information please speak to your insurer/fleet contact.


Running your car

  • We will assist booking your/your company's vehicle in for routine servicing work; simply give us a call and we’ll arrange a suitable time for you. Call Driver Assistance on 0344 600 1406.
  • Where available, we will organise a collection / delivery service or courtesy vehicle.
  • It remains your/your company's responsibility to ensure all servicing is carried out on time, in accordance with the Manufacturer's recommendations and by an authorised dealer. You must also check that the service book or electronic servicing record has been completed accordingly. Please note you/your company may be charged if the service history is incomplete to cover any potential impact of an invalidated warranty or lower resale value will be recharged.
  • Oil and fluid levels are your/your company's responsibility and must be topped-up as necessary; the cost of fluids required in-between services are excluded from your agreement.
  • The replacement of items such as high quality tyres, batteries and exhausts caused by fair wear and tear are covered within your/your company's agreement.
  • Replacement items caused by damage or misuse may be rechargeable. Please refer to your/your company's work maintenance agreement for further detail on this and the full list of what is included.
  • If you/your company have a Battery Electric Vehicle (BEV) you/your company must also ensure that you/your company carry out the manufacturers’ remote software updates when required and ensure the traction battery is kept at optimal charging levels as recommended by the manufacturer.
  • It is your/your company's responsibility to repair or replace cracks to your/your company's windscreen or vehicle windows immediately.
  • Whether a replacement glass service is provided by your/your company's insurer or you/your company have arranged this yourself, all costs are your/your company's responsibility.
  • If you have any issues please call Driver Assistance.

Battery Electric Vehicle and Plug in Hybrid Electric Vehicles - How to understand your/your company's vehicle better

  • Read the driver manual – this may be digital – take time to understand it and see how it works
  • Home Charging – While there is the capability to use a 3 Pin Plug to charge your electric vehicle, you can also use a Type 2 charge point with a tethered cable with a 3.7kW to 7kW supply.
  • When setting off on a long journey, you will need to plan your charging into your journey. There are many apps/websites that can help you to allocate charging on your journey.

    • You put in your postcode and it displays charge points found in the surrounding area as icons. These icons are coloured differently based on their rate of charge. You can click on each of the icons to find out who operates it and how much it costs to charge from there.

    Your range and energy consumption can be negatively impacted by driving style and environmental conditions (such as exceptionally cold or hot weather and driving terrain). To maximise your range:

    • Avoid frequently rapid acceleration and slow down.
    • Use the Economy setting recommended by the manufacturer.
    • Keep your tyres at the manufacturer's recommended inflation pressures.
    • Limit the use of your heating system/air conditioning. You can precondition some vehicles prior to setting off on your journey.
    • Minimise the use of DC chargers (such as superchargers) for optimal battery health.

It is a legal requirement that you carry the appropriate authorisation documents if you wish to take your/your company's vehicle abroad (incl. Republic of Ireland). If specified within your/your company's agreement, please obtain consent from us 28 days prior to your trip so we can send you all the required documentation from us (valid for 12 months) e.g. Vehicle on Hire Certificate and a Letter of Authority. In addition, please familiarise yourself with any motoring legislation that applies in the country you/your company are visiting. For example, travel within the European Union and some other European countries now requires the display of a GB sticker and to carry a green card from your insurer. It is recommended that a green card is applied for via your/your company's insurer at least 6 weeks in advance of travel. However, it is always your/your company's responsibility to check the latest position and requirements.

AA Fleet Europe

  • To register for AA Fleet Europe breakdown assistance please call Driver Assistance. This provides cover for mechanical breakdown within mainland Europe up to a maximum 90 day trip. Please ensure you/your company follow the guidelines included within your pack. If you/your company are travelling in Northern Ireland you must seek assistance from your/your company's usual breakdown agent.
  • Following a breakdown, if your/your company's vehicle cannot be repaired and requires transportation back to the UK and you/your company have been provided with a replacement vehicle, you/your company will need to leave the hire vehicle in the country of origin and collect another in your destination country. This is because hire vehicles are non-transferable between countries.
  • Accident assistance is dependent upon your/your company's insurer. They can, ultimately, handle the whole case through to completion. The breakdown company will work with your/your company's insurer to ensure any requested assistance is given.

Notes for drivers

  • There is no cover for personal effects / goods / vehicles / boats or other waterborne craft on or in your/your company's vehicle / trailer.
  • If your/your company vehicle is left in a ditch, standing on soft ground, or stuck in water or snow, the AA will endeavour to help but you/your company may be charged.
  • The AA reserve the right to refuse assistance if you/your company are not present at the scene of the breakdown or accident
  • Rental cover: MPVs, 4x4s, minibuses, vans, etc. with auto transmission are difficult to hire and therefore cannot be guaranteed.
  • Rental cover: The AA cannot guarantee replacement vehicles with a tow bar, therefore caravans or trailers may have to remain with your/your company vehicle in order to be recovered. Replacement roof boxes, personal belongings, vehicles, boats or other waterborne craft cannot be arranged.
  • RFL is included in your/your company's agreement it will usually be managed by us online. You can check on its status at any time by visiting the Check your vehicle tax website.


In the event of an emergency

  • Assistance is included should your/your company's vehicle break down as a result of a mechanical failure.
  • Please refer to the manufacturer’s handbook to check if they provide cover and call the emergency number quoted. If your/your company vehicle is not covered by their assistance programme, or you/your company are unsure, please call Driver Assistance.
  • Accident management cover is not included within your/your company's agreement.
  • If your company has accident management cover in place with us or another provider please call the accident management number supplied to you by your fleet contact for assistance. If the cover is provided by Ford Lease, call Driver Assistance on 0344 600 1406.
  • It is important that you/your company follow the process as detailed by your accident management provider or insurer.
  • If you/your company do not have cover it is your/your company's responsibility to arrange the vehicle’s collection and repair.

Unless you or your company have arranged accident cover with us or another provider it is your/your company's responsibility to arrange for the vehicle’s collection and repair in the event of an accident.

  • Do not admit liability or make any offer of payment.
  • Obtain details of other drivers involved and any witnesses.
  • If possible take photos of the scene.
  • Report the incident to Ford Lease as soon as reasonably possible. If Ford Lease doesn’t provide your/your company business with accident management cover, you/your company should call Driver Assistance by selecting the [Customer Care] option.
  • If Ford Lease does provide accident management for your business vehicle, choose the 24/7 Accident Management option.
  • Please inform the Police immediately if anyone is injured or you/your company believe an offence has been committed.
  • You/Your company must also inform the Police within 24 hours if an animal has been injured or street signs, lamp posts etc. are damaged; if a 3rd party failed to stop; or if you/your company have damaged a vehicle or any property and do not have the owner’s details.
  • In the event of mechanical breakdown you/your company may be entitled to a replacement vehicle from the manufacturer’s assistance programme.
  • If you/your company are outside of their cover period or your/your company's vehicle is ‘off the road’ for a prolonged period, it is important you/your company call Driver Assistance immediately to request advice.
  • Do not arrange a hire vehicle privately as you/your company may be liable for any costs incurred.
  • If you/your company require a replacement vehicle after an accident this may be covered by your/your company’s insurance. Alternatively, if your/your company's vehicle is covered by our accident management service, we can arrange a hire vehicle and will advise you/your company of any costs incurred. For all hires you will be asked for a copy of your driving licence and credit card details in the event that the vehicle is returned with less than a full tank of fuel.


Returning your vehicle

At the end of your agreement we will discuss the collection procedure for returning your/your company vehicle back to us. This includes an inspection of your/your company's vehicle which will be co-ordinated by one of our appointed collection agents. It is important that during this period your/your company's insurance remains active until the vehicle has been returned to us.

At the end of your agreement you/your company are required to book collection of your/your company's vehicle. Arranging the vehicle’s collection can be actioned up to and including 13 weeks in advance, allowing you/your company enough time to carry out an objective self-appraisal (as recommended by the BVRLA Fair Wear & Tear Guide), so that you/your company has the opportunity to arrange for all necessary repairs to be completed. It is important that the insurance you/your company has in place for the vehicle remains in place until the vehicle has been returned to us. Once arranged, Ford Lease will provide you/your company with a booking confirmation and guidelines on how best to return the vehicle in advance of collection. These guidelines cover items such as the return of spare keys, evidencing the vehicles service history, valeting the vehicle prior to collection to enable a comprehensive inspection and providing direction to the BVRLA guide for further referencing.

Upon arrival to collect your vehicle, the collection agent will carry out a costed roadside damage inspection, noting all damage found to be outside of the BVRLA fair wear and tear standards and in accordance with Ford Lease return guidelines. Once the inspection is complete you will be asked to sign the inspector’s handheld device confirming if you agree with the condition reported. A copy of the report is then sent to an email address of your choice for your records and will also be sent to your company, if they have arranged that with us.

  • Full service history. Stamped book (if applicable) and service receipts
  • 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)
  • Remove all evidence of personal data stored in the vehicle (e.g. phonebook, sat nav locations) or any documents (e.g. names, addressses, bank card number)
  • Ensure all personal belongings are removed from the vehicle
  • Battery Electric Vehicles (BEV) must have a minimum of 50% charge on the battery when the vehicle is collected

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 (British Vehicle Rental & Leasing Association) fair wear and tear guidelines.

The below details will provide you/your company with brief information on what is considered acceptable fair wear and tear and what is deemed outside of the accepted standard, for both cars and light commercial vehicles (LCVs).

The table below illustrates the indicative repair costs you/your company may be charged for any damage to your/your company vehicle that exceeds the fair wear and tear standard according to the BVRLA. Prior to your/your company contract end date, we advise that you/your company decide if you want to repair any damage before it is returned, if required in accordance with you/your company policy. You/Your company should read carefully any internal policy you/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 Cost
Roof & Sill Panels Scratched, dented, chipped Upto £250 where the damage has broken the paint
exterior Body Panels (excl.above) Scratched, dented, chipped Upto £195 where damage has broken the paint
Spare Key / Key Card Missing Avg. charge £175
Alloy Wheel (Standard/Polished) Gouged, scuffed, chipped Upto £90 per alloy
Seat Holed, burned Upto £65 where seat foam is exposed
Windscreen Chipped Upto £50
Charging Lead broken, damaged, bent/snapped £120-£550 per cable supplied


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 and the ALD recharge policy.

IMPORTANT: Your/Your company vehicle must be maintained in accordance with the manufacturer’s guidelines to ensure its safe running. If your/your company vehicle is returned with significant mechanical and/or electrical defects you/your company 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/Your company may also be charged per missing service if your/your company's vehicle’s service history record is found to be incomplete.

Deterioration or fair wear and tear is not to be confused with damage which occurs as a result of specific events, for example, harsh driving, accident damage, incorrectly stowed items and/or driver negligence. Any repair costs arising from such damage(s) incurred will be recharged accordingly.

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

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

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

Scuffs and scratches with 25mm are acceptable where:

  • They can be polished out
  • Primer/ bare metal isn't showing
  • Moulding / wheel arch trim isn't broken, cracked or deformed
  • There are no more than 4 scuffs per panel

For wheels and tyres

  • Scuffs upto 50mm on the total circumference of the wheel rim and on alloy wheels are acceptable
  • There must be no damage to sidewalls or tread

Dents no larger than 15mm in diameter are acceptable where:

  • There are no more than 2 per panel
  • Paint surface isn't broken
  • There are no dents on the wheel arch rims/trims
  • There are no dents on roof or swage line

Chips are no larger than 3mm in diameter are acceptable where:

  • There are not rusted
  • Paint surface isn't broken
  • Max 4 chips per panel, 6 chips per door edge and 8 chips per any forward-facing panel

If your/your company vehicle is returned and you've gone over your/your company agreed mileage limit, you/your comppany may need to pay excess mileage charges. You/Your company could also be charged for any missing items.

To reduce the risk of additional charges, make sure your/your company vehicle is available at the agreed date and location, it has a valid MOT in place on the day of collection and it's in a roadworthy condition. Fees may be applied if your/your company vehicle's MOT runs out and we need to abort collection or collect using a low loader..

Charges noted after your/your company vehicle has been collected

Occasionally, collection agents may miss damage on a vehicle owing to poor light and weather conditions. In these instances a further (more detailed) formal inspection may take place at one of our defleet centres. Further charges may be levied if additional damage is identified. If you/your company believe that any damage mentioned is new, we will ask you/your company to confirm this in writing so that we can address this with the collection agent. Please note; if your/your company vehicle is not sufficiently clean to allow a detailed inspection, the collection process may not be completed and a charge will be applied. If this is the case we will write to you/your company to explain why your inspection could not be completed. You/Your company may also be charged an 'aborted collection fee' if the vehicle is not available or is in an unroadworthy condition. Additional fees may be charged if special collection arrangements are required.

If the collection agent identifies damage outside of the BVRLA return standards, you/your company can request a damage schedule with digital images (if applicable). Should you/your company then wish to discuss any damage it is important that you/your company call us after receiving the damage schedule; all queries will be dealt with as quickly as possible.

Pick a time and place with good light levels.

  • Your vehicle should be clean so you can easily spot damage.
  • Check all tyres are roadworthy and tread depth is no less than 1.6mm.
  • Check all vehicle controls, lights and horn are working fully.
  • Remove all personal data from the vehicle's navigation/control systems
  • Gather service receipts, vehicle documentation and keys
  • Crouch down at the front or rear so you can see along the bodyline of the vehicle.
  • Interior trims must be clean and odourless with no burns, scratches, tars, dents or staining. You/Your company will be charged for the damage, however it's significantly less than a full repair would equate to. You/Your company can address this with your dealership and refer to the BVRLA Fair Wear and Tear Guide


Vehicle damage, condition and charges

Typical examples of vehicle recharges

Vehicles which cannot be legally driven on a public highway; any engine seizure or damage due to insufficient coolant, oil or broken internal components; a noisy or damaged clutch or gearbox. The engine management system should not be displaying any warning lights, e.g. diesel particulate filter (DPF) or oil pressure.

Missing or unstamped service books or records (e.g. electronic); vehicles not serviced to manufacturer’s schedule; no current valid MOT.

Scratches that have broken the paint surface and exposed primer or bare metal, exceed 25mm and require the panel to be repainted will be recharged.

Windscreen chips that are bigger than 10mm in diameter in the drivers line of vision. Max 40mm chips elsewhere on screen.

Missing, cracked or damaged mirror casings.

Damage to the sidewall or tread such as cuts or gouges, tyres that do not meet the manufacturer’s recommendations of type, size or speed rating, tyre tread depth less than 1.6mm found within the centre ¾ portion of the tyre around its entire circumference.

Any ‘spoke’ or hub damage to the wheel; scuffing greater than 50mm around the total wheel rim. Damaged or missing spare wheel (or missing emergency tyre inflation kit including the compressor & canister), jack and other related tools.

NB. Partially or fully discharged canisters must be replaced.

Flaking paint, preparation marks, paint contamination, rippled finish, mismatched or off colour paint; poor panel fit or any other evidence of poor repair.

Missing keys, including but not limited to, the master, deadlock, slam lock keys (incl. spares), and locking wheel-nut keys. Damaged remote locking system (if applicable) or missing remote controls.

Missing vehicle documentation including (but not limited to), literature packs, service books, operators manuals, LOLER certification, audio equipment security codes and any other documents relating to vehicle equipment. Unauthorised odometer changes are unacceptable.

Damaged or malfunctioning equipment e.g. Bluetooth, sat nav or any other integrated system. CD and media systems with damaged or missing facias and speakers. Any missing original equipment items e.g. parcel shelves, tonneau covers, sat nav discs and SD cards and charging leads.

Ensure the service history is up to date and visible within the system, if not in the service book (covered above). Also, ensure that sat nav and other integrated systems (e.g. phone history) has been cleared. A charge could be incurred for Ford Lease to wipe history.

Chips greater than 3mm in diameter for cars are not acceptable. Rust found within chips of any diameter are also not acceptable. A maximum of four chips on any panel, six chips per door edge and eight chips on any forward facing panel is permitted.

Vehicle returned with livery; damage to paintwork as the result of its removal. This includes glue residue and faded paintwork.

Holes or cracks in the glass or plastic covers of lamp units.

Dents or cracks; scuffing or scratches which require the bumper to be repainted.

Dents greater than 15mm in diameter are not acceptable provided there are not more than 2 per panel and paint surface is not broken. Dents on the roof or on the swage line of any panel are not acceptable.

Tear and rips to the fabric of the roof; cracks and creases in the rear windows.

Burns, tears, staining or holes.

Damage to the underside.

Broken, cracked or deformed.

There should be no rust or corrosion on any part of the vehicle.

Poor condition (e.g. rust) without working electrical connections. If the tow bar is removed then you/your company are responsible for making good any damage.

All vehicle charge cables supplied with the vehicle must be returned at the time of de-hire.