Fleet compliance reminders for vehicle hire and rental fleets

Van hire · courtesy cars · replacement vehicles · short-term rental fleets

Hire and rental vehicles move between drivers quickly, so paperwork, handover notes, walkaround photos and damage notes can get separated from the vehicle. Fleetkeep helps operators keep MOT, tax, insurance, servicing, documents and driver guidance visible in one dashboard, with reminders before a vehicle becomes unavailable.

Where Fleetkeep fits in a hire operation

Fleetkeep is not rental booking software, contract management or damage charging software. It is the vehicle admin layer: a place to see which vehicles need compliance work, which documents are stored, which handover or return condition checks are recorded, which defects have photo/video evidence, which defects need follow-up and what guidance drivers can access when they are away from the office.

What to track per hire vehicle

• MOT and road tax from official DVSA/DVLA data where available.
• Insurance and service dates entered by the operator.
• Vehicle documents such as inspection sheets, repair invoices and policy records.
• Defect and damage follow-up with walkaround photos or short videos so repair evidence does not live only in email.
• Handover and return condition checks with mileage, fuel or charge level, notes and private evidence files.
• Driver-visible guidance for breakdowns, accidents and company vehicle rules.

Useful for small rental, courtesy and replacement fleets

A five-vehicle courtesy fleet and a fifty-vehicle van-hire operator have the same basic problem: vehicles are out with people who are not sat in the office. Fleetkeep makes it easier to keep approved guidance and vehicle records attached to the vehicle, not scattered across a spreadsheet, inbox and paper file.

FAQs