When License & Title Delays Put Your Fleet on Pause

By: Brad Kacsh, Director Licensing, Compliance and Safety

For fleet managers, success is measured by having the right assets on the road. Vehicles on the road mean customers are being served, crews are working, and business keeps moving forward. But when a vehicle is delivered and can’t be used because the license and title paperwork hasn’t been processed, your fleet slows down. What should be a routine step turns into an unexpected bottleneck, causing stress, additional costs, and operational disruption.

This challenge came up in conversations with attendees at FleetForward, reinforcing something many fleet managers already know: license and title processing remains a critical piece of fleet operations.

The Reality Many Fleets Are Facing

License and title delays create a ripple effect across the business. Vehicles sit idle while waiting for tags. Drivers don’t have their vehicles because the process is delayed. Rental vehicles are brought in many times to fill gaps, which increases expenses. Over time, those rental costs add up, impacting your budget and productivity.

Separately, dealers we work with have shared that some fleets are now waiting six to ten weeks for stock purchase orders to be processed, forcing vehicles to be released back into general inventory. Fleet managers say they feel overlooked by their fleet management providers when they need timely communications.

While these situations don’t happen by design, the operational impact is real.

Why License & Title Delays Feel So Frustrating

Fleet managers don’t expect perfection. What they do expect is consistency, accountability, and clear communication.

Across the industry, common frustrations with fleet management companies include:

• Unclear or shifting timelines
• Limited visibility into where a vehicle is in the process
• Multiple handoffs or changes in points of contact
• Having to repeatedly explain fleet requirements as companies undergo changes

As one fleet leader put it bluntly, “I want my account team to feel like an extension of my own team.” At the core of these frustrations is a lack of continuity. When communication breaks down or processes aren’t well-defined, minor delays quickly turn into major disruptions.

Six Steps Fleet Managers Can Take

While no fleet can eliminate every delay, there are proactive steps fleet managers can take with their fleet management companies to reduce risk and regain control over license and title timelines.

1. Build Additional Buffer Time into Vehicle Deployment
   Registration timelines can vary widely by jurisdiction. Planning for flexibility helps reduce downstream disruption when delays occur.
2. Centralize License & Title Visibility
   Whether through a system or a defined internal process, having one place to track L&T status makes it easier to identify issues early and respond quickly.
3. Prioritize Experience Over Volume
   License and title processing is highly nuanced. Teams with deep experience navigating jurisdictions are often better equipped to prevent avoidable delays. Make sure your fleet management provider is leveraging experienced License and Title professionals.
4. Set Clear Communication Expectations
   Establish expectations for response times, updates, and escalation paths. Knowing who to contact—and when—can significantly reduce frustration.
5. Plan for Transitions Before They Happen
   Turnover shouldn’t disrupt progress. Make sure that your provider leverages shared workflows, documented processes, and backup support to help ensure continuity.
6. Track the True Cost of Delays
   Monitor rental expenses, idle vehicle days, and lost productivity tied to registration delays. This data provides valuable insight when evaluating process improvements.

A More Sustainable Approach to License & Title

Strong license and title outcomes don’t happen by accident. They are the result of experience, proactive planning, and consistent communication. When this part of fleet operations runs smoothly, vehicles get on the road faster, costs stay under control, and fleet managers can focus on higher-value priorities rather than chasing paperwork. If you’re evaluating ways to reduce license and title friction or want a more predictable experience, it may be worth reassessing your current processes and support model.

Union Leasing’s license and title approach is built around continuity, accountability, and fast turnaround, often in under 30 days, so your fleet stays moving. Contact us to learn how we can help get your vehicles back on the road. Because when vehicles are ready, paperwork shouldn’t be what holds your business back.