The first priority is to prevent the affected vehicle being used while the problem is assessed. The next is to get the driver, operator and person approving the work working from the same information. We ask for the vehicle history, exact location and authorisation arrangements before attendance is agreed.
Information a fleet manager should collect
Record the registration or asset number, vehicle type, driver location and contact arrangements. Ask which fuel or fluid was added, approximately how much, what was in the tank already and whether the ignition or engine was used. A receipt or container photograph can help establish the product.
Include operational constraints: a loaded vehicle, passengers, a trailer, a missed delivery, a restricted depot or a site induction. These do not change the contamination, but they can change how attendance and access need to be organised.
Authorising the right work
Identify who can approve the assessment and cost. If your business requires a purchase order, incident reference or permission from a lease provider, raise it before the technician arrives. The driver should know whether to approve work directly or refer decisions back to the fleet office.
Existing service contracts, insurer conditions and warranty requirements may affect the route you choose. Explain any requirements that the proposed work must meet. Do not assume a credit account, guaranteed response time or insurer agreement exists unless it has been expressly arranged.
One affected vehicle or a shared-fuel concern?
A wrong nozzle used on one vehicle is different from several vehicles taking fuel from the same suspect supply. If a depot tank, bowser or batch may be involved, record which vehicles used it and isolate the suspect supply from further use while appropriate assessment is arranged.
Tell us if more than one vehicle is showing symptoms. Each vehicle may have a different operating history and tank volume. A fleet-wide contamination enquiry needs its scope, quantities, site arrangements and any specialist requirements agreed before work is scheduled.
Keeping the incident record useful
Keep the initial driver account, filling receipt, warning messages and any advice received. For vehicles that have been driven, note the route and approximate distance after refuelling. Accurate records are more useful than an early assumption about which component has failed.
After attendance, establish what work was agreed and performed and whether further checks are recommended. Returning a vehicle to service is a condition-based decision. Future prevention can include clear fuel labels, handover checks and keeping fuel and AdBlue containers distinct.
Attendance, access and the cost of the work
Commercial, HGV and plant enquiries are individually scoped. Tank volume, vehicle or machine configuration, site permissions, equipment and travel affect the quote. A starting price for a standard car drain does not apply automatically.
We cover mainland Scotland and the islands. Arrival estimates are confirmed for the vehicle’s actual location and current availability. Time on site is a separate matter and depends on the work. Neither a coverage page nor an initial enquiry is a promise of a fixed completion time.
Before attendance, identify the person authorised to approve the work. The technician explains the proposed service and confirms the cost before starting. If you intend to use a policy, lease agreement or hire-company process, check its requirements with the provider.
Find your coverage areaFleet fuel drain support: common questions
Can the fleet office arrange help remotely?
Yes. Provide a driver contact, exact vehicle location, registration and the person authorised to approve the work. Make sure the driver knows what has been arranged.
Do you offer guaranteed fleet response times?
No response-time guarantee or account arrangement is implied by this page. Availability, travel and the terms of any ongoing support must be discussed and agreed.
What if several vehicles used contaminated fuel?
Prevent further use of the suspect supply and record affected vehicles. Explain the quantities, site and operating history so the scope of assessment can be established.
Can you attend a leased vehicle?
Tell us who owns or leases it and follow the operator’s authorisation process. Any requirements from that provider should be raised before work is agreed.