Whether you’re a small business owner managing a few vans or a logistics operator overseeing an entire fleet, commercial vehicle maintenance is a critical part of ensuring smooth operations. When hiring a commercial vehicle, the lines of responsibility for upkeep can sometimes blur, leading to confusion, avoidable downtime, or unexpected costs.
In this blog, we’ll unpack everything you need to know about key requirements when renting a car, including what to expect from the rental provider, what you’re accountable for as the hirer, and how to prevent costly disruptions to your business.
Are you looking to hire a commercial vehicle but unsure about who handles the upkeep? At Scenic Self Drive Hire, we keep things transparent and straightforward, so you know exactly what you’re responsible for and what we cover. From daily checks to breakdown support, we’re here to keep your business moving.
Contact us on 01708 753461 or email info@scenicgetaway.co.uk to discuss your hire needs with a friendly and knowledgeable team today.
At Scenic Self Drive Hire, we believe vehicle maintenance should never be a grey area—just clear, honest support that keeps your business moving.
What’s Included In Hiring A Commercial Vehicle
The process of hiring a commercial vehicle may seem simple on the surface, but each contract can differ. Before signing any agreement, it’s essential to understand what the hire includes, especially when it comes to vehicle maintenance and servicing.
Most commercial vehicle hire agreements provide:
- Roadworthy, MOT-certified vehicles
- Scheduled service intervals
- Basic wear-and-tear repairs
- Breakdown cover or roadside assistance
However, hirers are usually expected to monitor and report the vehicle’s condition, address specific maintenance needs, and adhere to the usage terms outlined in the agreement.
Tip: Always review the vehicle rental agreement’s maintenance clause to clarify who is responsible for what—this can help prevent disputes later on.
Understanding Vehicle Maintenance Responsibility
One of the most common concerns businesses have is determining who is responsible for vehicle maintenance during the hiring period.
Here’s how it typically breaks down:
Provider’s Responsibilities:
- Routine servicing and maintenance
- MOT testing
- Replacement of worn parts (brakes, tyres, etc.) under fair wear and tear
- Repairs from mechanical or technical faults not caused by user negligence
- Breakdown cover
Hirer’s Responsibilities:
- Daily checks (oil, coolant, tyre pressure)
- Reporting damage or warning lights promptly
- Maintaining cleanliness and avoiding misuse
- Ensuring the vehicle is returned in fair condition
- Paying for repairs caused by accidents or driver error
Failure to follow these guidelines may result in additional charges or a breach of the agreement terms.
This division of responsibilities ensures that the commercial vehicle hire remains viable and safe for both parties. Keeping up with your end of the bargain as the hirer not only protects the vehicle but also reduces the likelihood of service disruption.
Why Maintenance Of Commercial Vehicles Is Necessary
Preventing commercial vehicle downtime is essential for any business that relies on transportation. Every hour, a hired van or lorry sits in a garage instead of on the road, and your business may be losing money.
By being proactive about rented commercial vehicle maintenance, you can:
- Avoid delivery or job delays
- Maintain a professional reputation with clients
- Stay compliant with DVSA (Driver and Vehicle Standards Agency) guidelines
- Reduce repair costs by addressing issues early
- Extend the lifespan of the vehicle over longer hire periods
If you manage multiple hired vehicles, implementing a fleet maintenance rental checklist can be especially useful. This ensures daily and weekly vehicle checks are standardised across drivers, reducing the risk of overlooked issues.
Common Maintenance Issues In Hired Vehicles
Even when hiring from a reputable provider, some maintenance issues commonly arise and require close attention from the hirer:
1. Tyre Wear
You’re expected to check tread depth and tyre pressure regularly. Excessive or uneven wear should be reported promptly.
2. Fluid Levels
Checking oil, brake fluid, and coolant levels is a basic yet essential task to prevent breakdowns.
3. Dashboard Warning Lights
Don’t ignore them! Report any warning indicators immediately, especially those related to the engine, brake system, or temperature.
4. Bodywork Damage
Scratches, dents, or bumper cracks may fall under your responsibility if they are not caused by a mechanical fault or wear and tear.
5. Lighting And Indicators
Ensure all lights are working. Faulty bulbs can lead to fines and compromise vehicle safety.
By addressing these issues early and maintaining open communication with your provider, you can avoid more extensive and costly repairs as well as minimise interruptions to your workflow.
What To Look For In The Vehicle Rental Agreement Maintenance Clause
The vehicle rental agreement maintenance clause is the key to understanding your rights and obligations. Pay close attention to:
- Maintenance intervals: Who Books and Pays for Routine Servicing?
- Damage responsibility: What qualifies as fair wear vs chargeable damage?
- Breakdown process: What’s covered under emergency callout, and how quickly will help arrive?
- Replacement vehicle: Are you entitled to a temporary replacement during extended repairs?
- Return conditions: What condition must the vehicle be in upon return?
If you’re unsure about any terms, don’t hesitate to ask the provider for clarification. Transparency upfront can save you from unexpected charges or disagreements down the line.
Best Practices For Hired Vehicle Maintenance
To keep your hired vehicle maintenance on track, follow these best practices:
1. Assign Maintenance Responsibility Internally
Designate one person or team to be responsible for coordinating all vehicle checks and liaising with the provider.
2. Implement Daily Walkaround Checks
Create a checklist for drivers to follow at the start of each day, covering tyres, lights, mirrors, fluids, and visible damage.
3. Keep Records
Document any issues found, actions taken, and communication with the provider. This will serve as a record in case any disputes arise.
4. Train Your Team
Ensure that all drivers are aware of their responsibilities regarding vehicle maintenance and what to do in the event of a fault or accident.
5. Book Preventative Maintenance
Don’t wait for something to go wrong. Scheduling preventative maintenance for a hired vehicle can help reduce unexpected downtime and improve reliability.
Should You Choose A Maintenance-Inclusive Hire Agreement?
Some rental companies offer maintenance-inclusive hire packages, which can be an excellent choice for businesses seeking to minimise administrative time and ensure compliance.
These packages typically include:
- Full servicing and inspections
- 24/7 breakdown support
- Courtesy vehicles
- Roadside tyre and battery replacement
- DVLA and safety compliance management
While slightly more expensive, they offer peace of mind, especially for businesses managing multiple vans or lorries.
Maintenance-inclusive options are ideal for long-term hires, high-mileage fleets, and time-pressed businesses seeking a streamlined solution.
Contact Scenic Self Drive Hire
Scenic Self-Drive Hire: A Trusted Name For Hiring Commercial Vehicles
Commercial vehicle maintenance is more than just ticking boxes—it’s about protecting your business, your drivers, and your bottom line. When hiring a commercial vehicle, understanding your maintenance responsibilities is critical to avoiding disruption, unexpected costs, or penalties.
At Scenic Self-Drive Hire, we offer a range of well-maintained commercial vehicles accompanied by clear terms and full support throughout your hire. Whether you need a short-term van for a quick job or a longer car hire in Romford and the nearby areas for ongoing business use, we help you stay on the road and in control.
As a family-run, female-led business, we take pride in offering honest guidance, flexible rental options, and transparent maintenance agreements.
Call us on 01708 753461 or email info@scenicgetaway.co.uk to book your vehicle today and experience van hire with no hidden surprises.
