Vehicle return from A to Z: Maintenance, mandatory tasks, and preparing for the return

Begin the inspection only after the vehicle has been thoroughly washed and cleaned and has completely dried. It is best to park the car in natural daylight, preferably in sunny conditions, and follow Ayvens’ Fair Wear & Tear Guide when assessing any defects.

When inspecting the vehicle, do not focus solely on the bodywork. Be sure to examine the mirrors, tires, lights, and windshields as well, and take a moment to check less obvious areas such as the roof and bumpers. Dents are often easier to spot when looking at the vehicle’s surfaces from the side rather than head-on. You can make imperfections stand out even more clearly by casting a shadow over the area being examined, for example with a sheet of paper, making any damage more visible.

When taking delivery of a new vehicle, it is worth familiarizing yourself from the outset with the basic rules set out in your fleet management contract regarding proper vehicle use. Different requirements apply to passenger cars and light commercial vehicles, and detailed guidance can be found on our website in downloadable documents. As words flies, a picture says a thousand words instead, so our guide includes photographic examples illustrating the most common types of damage, clearly showing which defects are considered acceptable under a wear-and-tear assessment and which are not.

It is also advisable to refer back to the guide whenever minor damage occurs, such as scratches, dents, or stone chips. By comparing the condition of the vehicle with the examples provided, you can determine whether repairs are necessary or whether the damage is unlikely to cause any issues when the vehicle is returned at the end of the contract.

Ayvens drivers can contact our Driver Desk at any time on weekdays between 7:30 a.m. and 5:00 p.m. by calling +36 1 236 36 36 or emailing driverdesk.hu@ayvens.com to report a damage incident.

Once you get in touch, our colleagues will inform you about the next steps and initiate the necessary procedures. You can also submit a damage report through the My Ayvens portal, where you can conveniently book an appointment for repairs directly.

Just as we look after our own health through regular check-ups and by consulting the appropriate specialist when problems arise, we can also take care of our vehicle’s “health” by ensuring that all required servicing and repair work is carried out on time.

Whether the vehicle is privately owned or part of a company fleet, it is essential not to miss any manufacturer-recommended or legally required maintenance appointments. Failure to comply with these requirements may, for example, invalidate the manufacturer’s warranty. Vehicle manufacturers apply very strict rules regarding service intervals, and exceeding a scheduled service interval by even a single kilometre may result in the loss of warranty coverage.

In addition, if the vehicle is involved in any kind of damage incident, it must be reported to Ayvens within two working days at the latest so that the claims handling and repair process can begin. This reporting obligation applies even if the vehicle remains fully operational after the incident. Insurance assessment and subsequent repairs are crucial not only for maintaining the safe operation of the vehicle and preventing further, more serious damage, but also for establishing the circumstances surrounding the incident. As the vehicle user, the responsibility for reporting rests with the driver at the time of the event. Therefore, any additional costs resulting from a failure to report the damage will automatically be charged to the company using the vehicle.

The vehicle’s depreciation assessment, including a comprehensive technical inspection, is carried out not by Ayvens employees but by an independent vehicle inspection partner, ensuring maximum transparency throughout the process. During this assessment, the vehicle’s condition is evaluated against the standards expected from proper use, and the existence of any interim repairs is verified.

Naturally, the condition of a vehicle is influenced by both its age and mileage. However, as outlined above, certain types of damage are considered unacceptable regardless of these factors. Any unrepaired defects or damage identified during the inspection that have resulted in a loss of value will therefore be assessed and charged accordingly.

The costs associated with repairing damage that causes depreciation can be substantial, as once a vehicle has been returned, it is no longer possible to make a claim under the CASCO insurance policy. For this reason, the importance of reporting any damage immediately cannot be emphasized enough.

In all cases, we ask you, as the vehicle user, to return the car in a clean condition, washed on the outside and thoroughly cleaned on the inside. The reason is simple: dirt and grime can easily conceal damage that needs to be identified during the handover process. If the vehicle is dirty, the required visual inspection cannot be carried out properly, which may result in additional cleaning charges or even prevent the handover from taking place.

Before setting off for the return appointment, it is advisable to remove all personal belongings from the vehicle so that you do not have to deal with packing at the handover location. Check every storage compartment inside the car and remove any accessories you have added, such as phone holders, as well as all documents that are not part of the vehicle’s original manufacturer documentation.

Another essential part of the return process is handing back all vehicle accessories and equipment. As a general rule, every item that was provided when the vehicle was first delivered must be returned. The most important items include:

All keys, including both the original key and any spare keys. If a key is missing, a complete lock set replacement may be required, which can cost several hundred thousand forints.

• Vehicle registration certificate • Original manufacturer documentation, such as the Owner’s Manual • Signed and stamped service records • Code cards • The radio and any removable audio equipment • All detachable accessories and equipment, such as the tow bar, headrests, and rear parcel shelf • The spare wheel and the original wheel covers (hubcaps)

When we arrive at the Budaörs return center at the end of our final journey together, our on-site colleague prepares a vehicle return report. This report records any visible damage identified during the visual inspection, as well as all documents and accessories returned with the vehicle. The report is then signed by both parties to confirm its accuracy.

At this point, we say our final goodbye to the vehicle, but the process does not end there. The vehicle is subsequently subjected to a more detailed inspection to determine its exact technical condition. This enables us to provide our customers with an accurate and transparent final settlement based on the vehicle’s actual condition at the time of return.

Although the rules may seem complex at first glance, it is worth remembering that every requirement is designed to protect the interests of our customers and vehicle users. One of the greatest advantages of working with a fleet management provider is the efficiency and transparency it brings to fleet operations, which can only be achieved through clearly defined and mutually understood procedures.

By following the steps outlined above, namely adhering to proper vehicle usage guidelines, reporting any damage immediately, and ensuring that all mandatory maintenance and service requirements are completed on time, drivers can easily avoid unnecessary inconvenience, unexpected costs, and complications during the vehicle return process.