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How DSPs Can Avoid Unfair Van Return Charges? A Must Read Guide
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Cost Control
Fleet Management

How DSPs Can Avoid Unfair Van Return Charges? A Must Read Guide

A
Alex Johnson•Fri Jun 06 2025•7 min read

When a Delivery Service Partner (DSP) returns a Leased or Rental van, the process may seem simple - drop off and walk away. But weeks later, many DSPs are surprised to receive hefty repair charges from leasing companies. The worst part? There's no proof to counter those charges, and DSPs are left footing the bill.

This guide will show you exactly what to do before returning a van - including inspections, photos, videos, and checklists - to protect your business from unexpected costs.

Why This Matters

Leasing companies often perform post-return inspections weeks after the van is dropped off. If they find damages (even ones that were there when the van was received), they’ll charge the DSP for repairs. Without documentation, DSPs have no leverage to dispute these charges.

What DSPs Must Do Before Returning a Van

1. PAVE Inspection - When Receiving the Van

Before using the van, do a PAVE inspection to:

  • Identify existing damages.
  • Capture photos/videos for future reference.
  • Log the condition of the vehicle with estimated repair cost.

This sets a baseline for comparison when returning the van.

2. PAVE Inspection – Before Returning the Van

Before handing the van back:

  • Perform another full PAVE inspection.
  • Note new vs old damage.
  • Get a cost estimate if needed.

Have this done by a fleet supervisor or trained personnel.

3. Take High-Quality Photos

Cover all major areas:

  • Bonnet, Engine bay, and Interior
  • Exterior from all angles
  • Roof and wheels
  • Close-ups of existing damages

Use a smartphone or camera with date stamping if possible.

4. Record an Overall Video Walkaround

  • Start from one side and walk around the entire van.
  • Capture roof, doors, windows, tires, and rear.
  • Briefly show the inside of the van too.
  • Make sure the van number and VIN are visible.

This video can become critical evidence later.

5. Complete and Sign a Return Checklist

Prepare a return checklist that includes:

  • PAVE inspection report
  • Mileage and fuel level
  • Notes on cleanliness
  • Supervisor's full name and signature
  • Date and time of inspection

Save this in your company files and cloud storage.

Why This Process Matters

By documenting everything:

  • You gain proof to dispute repair charges.
  • You show Element/LeasePlan that your return process is standardized and fair.
  • You protect your business from surprise invoices.

Final Thoughts

Van returns are more than just a drop-off, that is an opportunity to safeguard your business. Create a solid return workflow, train your team, and always document with photo, video, and checklist.

Start doing this today and stop paying for damages you didn’t cause.