A fuel and cleaning policy customers can't misread

“Return it clean and full” means different things to different people. Spell out what you expect, what it costs if it doesn't happen, and record the fuel level at both ends.

Seven steps to a clear policy

  1. Define “full”: A full tank, or the level it went out at? Say which, and whether AdBlue, oil or gas bottles count.
  2. Define “clean”: Describe what you expect, such as mud washed off tracks and buckets, the cab cleared out and rubbish removed. A photo of an acceptably clean machine helps.
  3. Set the charge for each: A refuelling price (per litre or a set fee) and a cleaning fee or hourly rate. Write how it's worked out, not just that a charge applies.
  4. Record fuel going out: Photograph the fuel gauge at handover. Without it, there's nothing to compare on return.
  5. Point it out at handover: Say it out loud and have the customer acknowledge it, so it isn't buried in the fine print.
  6. Check it on return, before you clean: Photograph the fuel gauge and the condition before anyone starts cleaning or refuelling.
  7. Charge it the same way every time: Apply the charge whenever it's earned, and show the customer the before and after.

How Signd backs up your policy

  • Write your fuel and cleaning rules into your terms. Every agreement carries them, signed before handover. Free.
  • Term summaries ask customers to tick short points, like “Return it full or pay the refuelling charge”, before they can sign.
  • Inspections record the fuel reading and photos at handover and on return. (Signd Pro)
  • Save a refuelling or cleaning fee once and add it to any booking. (Signd Pro)
  • Charge it to the card on file after you review the amount (needs Stripe). (Signd Pro)

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Common questions

Should I charge per litre or a set fee?

Either can work. Whichever you choose, write how it's worked out in your terms so the customer can check it.

Are term summaries part of the free plan?

Yes. Turn them on in Settings → Term summaries. Your full terms still apply.

More guides

General information for hire businesses, not legal advice. Check your agreement and charges with your own adviser.