How do you prepare for a lease return inspection?

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Aircraft leasing is a popular option for airlines and operators who want to access modern and efficient aircraft without the high costs of ownership. However, leasing also comes with certain obligations and responsibilities, especially when the lease term is about to end. A lease return inspection is a critical process that determines whether the aircraft meets the contractual conditions and standards of the lessor. If not, the lessee may face hefty penalties and charges for any discrepancies or damages. How do you prepare for a lease return inspection and avoid unnecessary costs and delays? Here are some tips and best practices to follow.

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Raily Quah

Aircraft Leasing | MBA, EASA License
Kirk Watson

Valued Professional Contract Services for Aircraft Owners, Buyers, Sellers,Airlines, Lessors/Lessees, Lenders &…
Grace Farmer

Principal at G.M. Farmer Aircraft Records

1 Review the lease agreement

The first step is to review the lease agreement and understand the specific requirements and expectations of the lessor. The lease agreement should spell out the technical, operational, and legal aspects of the lease return, such as the delivery condition, maintenance records, documentation, certificates, and fees. You should also check the lease return conditions (LRC) appendix, which defines the acceptable wear and tear limits, modifications, and repairs for the aircraft and its components. The LRC may vary depending on the age, type, and usage of the aircraft, so make sure you are familiar with the relevant criteria.

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Abdulellah Abduldaiem

Aircraft Technical Consultant
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The catch in the lease agreement is in most cases related to the cabin items, such as seats, toilets, galleys etc. Which required long waiting time to receive.

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2 Plan ahead and communicate

The lease return inspection is not something you can do at the last minute. It requires careful planning and coordination with the lessor, the maintenance provider, and the regulatory authorities. Ideally, you should start preparing for the lease return at least 12 months before the end date, or even earlier if possible. This will give you enough time to schedule the inspection, perform any necessary maintenance or rectification work, and resolve any issues or disputes. You should also communicate regularly with the lessor and keep them updated on the status and progress of the aircraft. This will help build trust and avoid surprises or misunderstandings.

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3 Perform a pre-inspection

A pre-inspection is a self-audit that you can do before the official inspection by the lessor. It allows you to identify and fix any potential problems or discrepancies that may affect the lease return condition of the aircraft. A pre-inspection should cover all the aspects of the aircraft, such as the airframe, engines, landing gear, avionics, interior, exterior, and documentation. You can use the LRC as a guide and compare the actual condition of the aircraft with the expected condition. If you find any deviations or defects, you should report them to the lessor and agree on a corrective action plan.

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Abdulellah Abduldaiem

Aircraft Technical Consultant
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Planning ahead is the keyword for smooth and least expensive A/C return to owner, I always liked to do pre-inspection at least 12 months prior to date of return, and again every 3 months as the A/C will be in operation, so you don't want to be surprised on any issue that was not their at the time of the first pre-inspection

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4 Keep accurate and complete records

One of the most important factors in a lease return inspection is the documentation. The lessor will want to see proof that the aircraft has been maintained and operated in accordance with the lease agreement and the applicable regulations. You should have all the relevant records and certificates ready and organized, such as the airworthiness certificate, registration certificate, maintenance records, logbooks, manuals, warranties, invoices, and receipts. You should also ensure that the records are accurate and complete, with no gaps or inconsistencies. Any missing or incorrect information may raise questions or doubts about the aircraft's history and condition.

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Kirk Watson

Valued Professional Contract Services for Aircraft Owners, Buyers, Sellers,Airlines, Lessors/Lessees, Lenders & Industry Partners
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As a lessor, its not uncommon to discover the person responsible for maintenance of the leased plane has never seen the lease and is clueless about the requirements and effort needed to meet lease return conditions. If you are in that situation, act. It can be as simple as asking for a copy, or communicating with the lessors technical team to have a call or to meet to review the return conditions.

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5 Be flexible and cooperative

The lease return inspection is a collaborative process that involves both the lessee and the lessor. You should be flexible and cooperative throughout the process and try to accommodate the lessor's requests and suggestions. You should also be prepared to negotiate and compromise on some issues, such as minor discrepancies, cosmetic damages, or late fees. The goal is to reach a mutually satisfactory agreement that meets the lease terms and protects both parties' interests. By being flexible and cooperative, you can avoid unnecessary conflicts and disputes that may delay or jeopardize the lease return.

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Raily Quah

Aircraft Leasing | MBA, EASA License
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From my experience, the lease return inspection is indeed a collaborative effort that requires flexibility and cooperation from both the lessee and the lessor. It's important to maintain open communication and be willing to accommodate reasonable requests and suggestions from both the lessee/lessor. This includes being prepared to negotiate and find common ground on minor discrepancies, cosmetic damages, or potential late fees. The objective is to achieve a mutually satisfactory agreement that adheres to the lease terms while safeguarding the interests of both parties. By fostering a cooperative and flexible approach, you can minimize conflicts and ensure a smooth, timely lease return process.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Grace Farmer

Principal at G.M. Farmer Aircraft Records
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Many times the leases are poorly written with no return conditions other than ‘as is, where is’. I have waded through many of these and it’s not pretty.

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Kirk Watson

Valued Professional Contract Services for Aircraft Owners, Buyers, Sellers,Airlines, Lessors/Lessees, Lenders & Industry Partners
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Many transitions contractually require a export airworthiness certificate and / or a requirement for the importing country airworthiness inspector to make a statement that the aircraft conforms to its type certificate and the inspector is prepared to issue a C of A. Lessees are nutritiously unprepared for what this means. Airworthiness is specialized work. Airlines typically don’t maintain records in a transition friendly manner and few M&E software platforms do a good job supporting transitions. Some larger airlines have a transitions team. If you don’t have the right resources, contract a consultant a minimum of 6 months, preferably more prior to the return date. Start with a 3-5 day contract to flush out the issues and create a plan.

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Bob Gallagher, Ph.D.

President at Aircraft Systems Group
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Run the NTSB database so you don’t get blindsided. Get a copy of the FAA package if it’s US registered. Check local CAA sources. Don’t be surprised always ask questions that you already have answers to.

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How do you prepare for a lease return inspection?

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1 Review the lease agreement

2 Plan ahead and communicate

3 Perform a pre-inspection

4 Keep accurate and complete records

5 Be flexible and cooperative

6 Here’s what else to consider

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