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Peyton Panik

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Oct 19, 2023

6 minute read

Fleet Management Blog

Selling Fleet Vehicles: The Essential Service History Checklist for Fleet Managers

Selling Fleet Vehicles: The Essential Service History Checklist for Fleet Managers

Why are vehicle service histories important?

1. Transparency and Trust

A detailed service history demonstrates transparency and builds trust with potential buyers. It shows that you are willing to provide a complete picture of the vehicle’s maintenance and repair records, which can make buyers more confident in their decision.

2. Vehicle Condition

Service histories provide valuable insights into the condition of the fleet vehicles. They reveal whether the vehicles have been well-maintained, which can significantly impact a buyer’s perception of the vehicle’s current state and reliability.

3. Reliability and Performance

A comprehensive service history shows that the vehicles have received regular maintenance, reducing the risk of unexpected downtime. This can be especially appealing to buyers who rely on the vehicles for their operations and want dependable performance.

4. Resale Value

A well-documented service history often means higher resale values – buyers are willing to pay more for vehicles that have been consistently maintained, as it lowers the perceived risk of hidden problems and future repair costs.

5. Compliance and Safety

Many fleet vehicles must adhere to safety and environmental regulations, and having service records that validates your compliance with inspections, emissions tests and safety standards can be a significant selling point.

6. Maintenance Schedule Adherence

Thorough service histories can show that you’ve adhered to the manufacturer’s recommended maintenance schedule, meaning vehicles are less likely to experience mechanical issues.

7. Legal Requirements

In many places, providing a service history is a legal requirement when selling vehicles, especially for businesses and fleet managers. Non-compliance with these regulations can lead to potential legal issues in the sale process, so it’s better to have it squared away beforehand.

8. Competitive Advantage

The used vehicle market is very competitive, but a complete service history can give your fleet vehicles an edge if they’re thorough. Buyers often compare multiple options, and having a complete service history with more information than is simply legally required can make your vehicles stand out.

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What you need in your service history

1. Maintenance and Repair Records

Start with the essentials. A complete list of maintenance and repair records serves as the foundation of your vehicle service history. It should detail every service or repair, no matter how minor. This list should include:

  • Oil changes
  • Brake replacements
  • Tire rotations
  • Transmission services
  • Engine repairs
  • Suspension work
  • Any other routine maintenance or fixes

A detailed service record is a strong selling point, demonstrating that your fleet vehicles have been well-maintained throughout their operational life.

2. Scheduled Maintenance

Ensure that all scheduled maintenance services are documented. This includes major milestones such as:

  • 30,000, 60,000, and 90,000-mile services
  • Timing belt replacements
  • Cooling system flushes
  • Air filter replacements

A complete history of scheduled maintenance reflects that you’ve followed the manufacturer’s recommended maintenance schedule. This demonstrates the vehicle is as close to optimal condition as the manufacturer would have intended for anyone purchasing vehicles.

3. Recall and Warranty Repairs

Make sure to include records of any recalls or warranty repairs conducted on the vehicles. This emphasizes that you’ve been diligent in addressing manufacturer-acknowledged issues, assuring potential buyers of vehicle quality and safety.

4. Inspection Reports

Regular inspection reports, such as emissions and safety inspections, should be included in the service history. These reports confirm that the vehicles meet all legal requirements and are safe for operation, and reassures potential buyers that there’s a consistent record of observation on the vehicle.

5. Mileage Logs

Document mileage logs to show how frequently the vehicles were used. Potential buyers often want to know the mileage, so having a log ready is essential to provide a clear picture of vehicle usage.

6. Ownership and Title

Ensure that ownership and title documents are up-to-date. If there are any liens on the vehicles, provide the necessary lien release documents. This documentation is crucial for a smooth transfer of ownership.

7. Proof of Regular Maintenance

If your fleet vehicles were regularly serviced by a third party provider, keep your receipts or invoices. These documents confirm that you’ve invested in the vehicles’ maintenance and that they were serviced by qualified professionals. If you manage maintenance in house, it’s vital to have a consistent system for documenting service, whether it’s in physical logs or a fleet management software.

8. Accident History

If any of the vehicles have been involved in accidents, be transparent about it. Include records of any repairs, and provide information about the accident’s nature and extent. Honesty about the accident history builds trust with potential buyers.

9. Warranty Manuals and Books

Hand over all warranty manuals, owner’s manuals, and service books to the new owner. These documents provide valuable information about the vehicle’s specifications, maintenance schedules, and repair procedures, which can be helpful for future maintenance and repairs.

10. Vehicle Inspection Report

If you’ve had a recent vehicle inspection performed by a qualified technician, share the report with potential buyers. This report can highlight the vehicle’s current condition and any potential issues that might need attention in the near future.

11. Fuel Efficiency Records

Include a log of the vehicle’s fuel efficiency, which can be a significant factor for potential buyers. This log shows that you’ve tracked the vehicle’s performance over time, which can influence a buyer’s decision-making.

12. Records of Upgrades and Modifications

If you made any upgrades or modifications to the vehicles, such as installing new equipment or safety features, document these changes. Buyers may appreciate knowing what improvements have been made and understanding exactly what features they’re paying for.

13. Insurance Documentation

Provide copies of your insurance policies and any accident reports filed. These documents can help potential buyers understand the vehicles’ accident history and insurance claims, if any.

Streamline Fleet Vehicle Handover

Long story short – selling fleet vehicles is straightforward when you have a complete vehicle service history. Comprehensive documentation is not only responsible but also beneficial when offloading fleet vehicles. Potential buyers will appreciate a transparent and comprehensive service history, making it easier to sell your fleet vehicles and potentially securing a better deal.

As a fleet manager, by following this checklist, you can ensure that you have all the essential documentation ready when it’s time to offload your fleet vehicles. Providing a well-documented service history can add credibility to your fleet management practices and simplify the sales process, benefitting both you and the new owners.

Fleet management software can be an incredibly useful tool in maintaining a thorough service history. The right platform allows you to log your inspections digitally and store all of your work orders and other documentation in one single location, so you always have an up-to-date service history. You can even manage your maintenance with PM schedules and automated reminders, so there’s never any unexplained gaps in your service history.

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About the Author

Peyton Panik

Peyton Panik

Content Marketing Specialist

Peyton Panik is a Content Marketing Specialist at Fleetio. When she’s not writing, she’s probably churning through a new book or watching a movie she’s already seen 15 times.

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