What to expect before accepting your hire vehicle

Hiring a specialist vehicle should be straightforward. You need confidence that the vehicle meets your operational requirements, arrives when expected and is ready to work from day one.

Fiveways follows a thorough preparation and handover process for every hire vehicle. Here is what you can expect before accepting yours.

Confirming the right vehicle for the job

Before your hire begins, our team will confirm the vehicle specification with you. This ensures the vehicle is suitable for your intended application and has the equipment and features your operation requires.

We will also agree:

- Your hire start date
- The expected hire period
- Your delivery location
- Your site opening times
- When your crew will need access to the vehicle

These details help us coordinate the delivery, so the vehicle is on site and ready before your crew needs it.

A full inspection before delivery

Every hire vehicle undergoes a full Preventative Maintenance Inspection, commonly known as a PMI, before delivery.

This confirms that the vehicle is roadworthy and ready for operation. Completing the PMI immediately before the hire also helps to minimise potential downtime, as another scheduled inspection may not be required for up to six weeks.

Once the preparation work is complete, the vehicle receives a final quality inspection before leaving our depot. This additional check helps us confirm that everything is in order and the vehicle is ready for delivery.

Receiving your compliance documentation

Before the vehicle arrives, we will send you the relevant compliance documents so that your team can review them and keep them on file.

Depending on the vehicle, these may include:

- PMI documentation
- LOLER certification, where applicable
- Tachograph calibration certificate
- Confirmation of road tax
- MOT certificate
- Hire agreement
- Fiveways’ terms and conditions

Sending this information in advance gives your team time to check the documentation and raise any questions before accepting the vehicle.

What happens when the vehicle arrives?

When the vehicle is delivered, our driver will complete a joint inspection with your representative.

Together, you will review the vehicle and record its condition at the start of the hire. This includes noting any existing:

- Scratches
- Dents
- Stains
- Interior wear
- Other visible marks or damage

This process provides a clear and transparent record for both parties. It also gives your representative an opportunity to inspect the vehicle before signing the hire agreement.

The vehicle’s mileage and fuel level will also be recorded at this stage.

Your vehicle condition record

Following the handover, we will send you:

- A copy of the signed hire agreement
- Photographs showing the vehicle’s condition
- A record of the fuel level
- The recorded mileage at the start of the hire

We recommend keeping this information with your hire records throughout the rental period.

Before you sign

Before accepting the vehicle, make sure that:

- The vehicle specification matches what was agreed
- You have received the relevant compliance documents
- Any existing marks or damage have been recorded
- The mileage and fuel level are correct
- Your representative understands and is happy with the hire agreement

If anything is unclear, raise it with our driver or contact the Fiveways team before signing. We want you to feel fully informed and confident when the vehicle is handed over.

A smooth start to your hire

Careful preparation protects your operation from unexpected issues and gives you a reliable record of the vehicle’s condition from the outset.

From confirming the specification and completing the necessary inspections to supplying compliance documents and carrying out a transparent handover, Fiveways takes care of every stage. The result is a simple, well-organised hire process and a vehicle that is ready to get to work.

To discuss your vehicle requirements or arrange your next hire, contact the Fiveways team.