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Fleet Administration

Our experienced team works with an impressive client base and is trusted to offer a professional Fleet Administration service. As we are smaller than most, we have a very flexible and agile approach and are able to offer a unique bespoke service to each of our valued clients.

We cover a wide range of bespoke packages and we have highlighted our most popular services which we can arrange into a tailored package:

New Car Procedure/Benchmarking

We can administer a comprehensive list of vehicles (master fleet list) which will include all vehicles that are due for replacement. The list would include full details of all vehicles and drivers, plus any additional requirements that you have, for instance branches or offices.

We typically work 3-4 months ahead on new car orders but are happy to work to your requirements, although we would not recommend any duration shorter than 12 weeks to ensure timely delivery.

We can also administer driver renewal packs which can include:

  • Replacement vehicle/Cash alternative memo
  • Car Pro-Forma
  • Driver Handbook
  • Benchmark Car List

We can liaise with the driver over the replacement vehicle or cash alternative, bearing in mind their benchmark. We can also arrange test drives in most circumstances.

We are able to send P11D memos to drivers upon delivery of their replacement vehicle to advise on benefit-in-kind (BIK) rates.

We can organise delivery of a driver’s new vehicle and collection of their existing vehicle.

We can administer the insurance database by adding and removing vehicle details where necessary.

Quote Procedure

We currently produce quarterly master benchmark lists for our clients based on 48 months and 80,000 miles contracts (this can be adjusted to suit your fleet).

The list ensures the choice for drivers is as up to date as possible.

Driver Handbook & Packs

Upon delivery of a driver’s new car, we can send out driver packs to include:

  • CVM Maintenance Card and Laminate
  • Your driver handbook with details of accident procedures and contact information
  • Plus anything else you require

Road Fund Licences

We can manage all the first instances and renewals of your fleet’s road fund licences as well as communicating with drivers and/or Fleet Manager to ensure the fleet are confident that their vehicle is taxed correctly.

Fleet Lists

We recommend we update you with a weekly Master Fleet List to include any additions, removals and spare vehicle information. We can send this to as many or as few contacts as you require. We also recommend a weekly or bi-weekly conference call so the Fleet Manager can be kept up to date on all issues, eventualities and current fleet requirements.

Service & MOT Reminders and Mileage Pooling

We can administer reminders for drivers of upcoming servicing and MOT requirements and will ensure this is always done at least four weeks in advance to give adequate time for booking.

We can also monitor pooled mileage and advise if any contract realignments are required to avoid excess mileage charges.

Fine/Penalty Notifications

We can administer all driving fines and ensure drivers are notified of fines in advance of salary deduction to allow them time to contest should they feel it has been given unfairly.

All fine recharges can be scanned and emailed directly to your chosen point of contact plus originals can also be sent out in the post.

Vehicle Inspections

We are able to provide regular vehicle inspections for a set fee prior to car movements amongst your fleet.

Annual Driving Licence Checks

We are able to provide annual (or more often if required) driving licence checks of your company car and fleet drivers. This is to ensure nobody is driving illegally, and that any additional penalty points will affect your insurance policies. We recommend that we highlight to you anyone with 6 or more penalty points.

Cash Allowance Recipients Management

We are able to provide you with an annual (or more often if required) up to date list of all Cash Allowance takers. In addition we would recommend we administer annual checks on these drivers requesting:

- Copy of Driving Licence – Copy of V5 to prove vehicle suitability – Copy of valid MOT certificate – Copy of Valid Insurance Certificate to include business mileage – Copy of Valid Road Fund Licence

Vehicle Paperwork Administration & Management

We can hold all master copies of all documentation relating to aspects of the services provided. Such copies would be made available to you as required and on request. The types of documentation we currently hold for clients are:

- Signed declarations – Car pro-forma order forms – Car handover forms – Driver licence copies – Inspection reports

Manage Relationships With Your Current Funding Partners

If you are currently working with another partner or funder, we are experienced to manage relationships with these partners on your behalf for as long as you require us to.

CONTACT US TO FIND OUT MORE about Fleet Administration


CVM Group Used Car

P Ellwood - Eggar's School

"Huge thanks to all at CVM for their professionalism, dedication, attention to detail and total patience whilst we altered the artwork on infinite number of times. The minibus looks fabulous and, once we had made our minds up, the turnaround time was swift. Value for money with an efficient and friendly helpful team. Totally recommended."

CVM Group Used Car

P Isaacs - Thornden School

"I came across CVM at the Hampshire Minibus event in July and was impressed with their product and the service they offered. Having carried out a detailed comparison survey including costs, CVM represented the best value for money. This was the first time that Thornden School has leased a minibus and I have to say that the process was uncomplicated and hassle free for me. On top of that, the minibus arrived 2 days ahead of schedule."

CVM Group Used Car

K Stiles - Walthamstow Hall

"Walthamstow Hall are extremely lucky to have contacted CVM to obtain their Ford Transit Minibus. The professionalism, dedication and effort that was required to find and deliver this vehicle from rapidly diminishing stock was outstanding. Nothing was too much trouble for Caroline and Sharon and all obstacles were always overcome with such good humour. Well done to all CVM staff on this project, Walthamstow hall will certainly be using CVM in future and have already recommended them to another school."

CVM Group Used Car

S Watts - Beeston Hall School

"I’m pleased to say that my dealings with the CVM Group from start to finish have been impeccable. They have been so helpful along the way and assisted me promptly with each and every one of my queries. From supplying and resupplying budget figures, to advising and facilitating how to obtain a section 19 permit, they couldn’t have been more helpful. And our 2 brand new and branded minibuses look amazing. A big thank you to all the team at CVM!"

CVM Group Used Car

P Kirkbride - King's School Grantham

"Dear All, From time to time colleagues ask for recommendations on new minibuses. We have just had fantastic service from CVM Minibuses in Fareham and I strongly recommend them to you. Their graphics team did a fantastic job for us. This recommendation is written totally off my own bat and not at the request of the company."

CVM Group Used Car

D Tomkins - Holy Family Catholic Primary School

"Many thanks to all at CVM Group. You were so helpful organising our Partnership mini bus for us, and ironed out quiet a major obstacle at the last minute, efficiently and professionally. At each step the communication between CVM and the schools was open and free flowing, ensuring that the schools felt confident and reassured.The finished artwork and look of the bus was just as we imagined, no small feat considering the amount of artwork that the pupils of three primary schools can produce. It must have been quite a challenge.Once again thank you for all your assistance we truly appreciate it."

CVM Group Used Car

T Sutherland - Blackheath High School

"Leasing vehicles is not just about vehicles – it’s about the people who provide you with those vehicles, and the service they can offer. Every leasing company can provide the same vehicle, but not everyone can provide the same level service and care. The service provided by CVM felt personal.; they listened and, It’s all about that ‘plus 1 factor’ that made me make the right decision and lease my 4 new Ford Transit Minibuses from CVM. Thanks for making it easy."

CVM Group Used Car

L Ward - Brighton & Hove High School

“Excellent service and great value for money – CVM are consistently the best supplier in our competitive tendering process.” 

CVM Group Used Car

U Clark - St Swithun Catholic Primary School

"St Swithun Wells Catholic Primary School are delighted to work with CVM. It is vital that schools broaden children's experiences and the service CVM provides enables us to access museums, the theatre and art galleries, sporting events. Without them we would not be able to take the children out of school. I have always been impressed by CVM's professionalism, prompt service and knowledgeable staff."

CVM Group Used Car

V Davies - The Gregg & St. Winifred’s School

"During our dealings with Caroline at CVM Minibuses we have been delighted with the professionalism, service and expert knowledge she has provided. The three Ford Transit 17 seater minibuses we took delivery of last year have been an absolute asset to our minibus fleet.

We were thrilled to receive a call from Caroline recently donating us the use of a 9 seater VW minibus free of charge for a year. This kind donation is so useful to the school and will be used for the many activities we take part in across Hampshire.

We can’t thank the good people at CVM enough for their help in sourcing our Transit Minibuses last year and also this very generous donation. We look forward to continuing our relationship in the future.”

CVM Group Used Car

D Cameron - Quayside Industries Limited T/A Dyno

In our fifth year working with CVM, we continue to enjoy our ongoing relationship with Sharon providing our vehicles, equipment and signwriting for our franchisee vehicles. Sharon’s dedication to Dyno-Rod along with her expertise and sense of humour has set CVM apart from other vehicle providers and I look forward to working with her and CVM in the future and I would always recommend them.

CVM Group Used Car

P Scrimshaw - Langmead Farms

Jason Ahmet our account manager is always knowledgeable, provides great service and is continually helpful. We continue to lease our vehicles via Complete Vehicle Management.


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