A clear handoff helps a repair shop assess a fleet vehicle and begin work without avoidable delays. Before drop-off, record the damage, gather relevant vehicle information, remove belongings, and confirm how the shop will receive the vehicle. Assign one person to coordinate these steps and share updates with the driver and fleet team. A repeatable process also makes it easier to track keys, equipment, and operational details across vehicles.
Document the Damage
Photograph the vehicle before moving or cleaning it, when it is safe to do so. Take wide shots of each side, then close-ups of damaged panels, broken lights, wheels, and any visible leaks. Include the license plate and note the date, location, and conditions. Capture damage from several angles, but do not put yourself in traffic or reach beneath an unstable vehicle for a photo.
Write down what happened while details are fresh. Record the collision location, direction of travel, other vehicles involved, and any warning lights or handling changes noticed afterward. Separate observed facts from assumptions. Share the incident report and photos with the fleet manager and repair shop, and keep copies in the vehicle’s maintenance or claim file.
Gather Vehicle Information
Provide the shop with the vehicle identification number, registration details, make, model, and fleet unit number. Include the current odometer reading and describe any known mechanical or electrical concerns, even if they seem unrelated to the collision. Note recent repairs or modifications that could affect inspection or repair planning.
Check the company’s insurance and authorization process before drop-off. Identify who can approve estimates or additional work, and provide that person’s contact details to the shop. If a claim is open, share the claim reference and insurer contact information available to your team. Avoid leaving original documents in the vehicle unless the shop specifically requests them.
Clear Belongings and Equipment
Remove personal items, paperwork, fuel cards, toll devices, cash, and removable electronics. Check the glove box, door pockets, under the seats, cargo area, and any tool compartments. Fleet records or customer information should not remain in the vehicle. If an item must stay with the vehicle for repair purposes, label it and tell the shop where it is stored.
Make an inventory of company equipment, such as tools, safety gear, delivery devices, or specialized cargo restraints. Remove anything not needed for the repair and record what remains. If the vehicle carries regulated, hazardous, or temperature-sensitive materials, follow your company’s handling rules and clear them before transport. Keep removed items secured and note who has custody of them.
Coordinate Access and Handoff
Confirm the drop-off time, entrance, and parking instructions with the repair shop. Ask whether the vehicle can be driven in or needs towing; do not drive it if damage affects steering, braking, tires, lights, or safe visibility. Share the expected arrival time and the name and phone number of the person delivering it. If a tow is arranged, provide the driver with the shop’s access instructions.
Agree on how to transfer keys and any required access codes. Record the fuel level, odometer reading, and visible condition at handoff, then confirm that the shop has received the keys and incident information. Make sure the fleet team knows where the vehicle is, who will receive repair updates, and how replacement transportation will be arranged. Keep one contact responsible for questions and approvals.
A damage record, cleared cabin, and confirmed handoff give the repair team a useful starting point and help your fleet track the vehicle throughout the process. Turn these steps into a checklist that drivers and coordinators can use for every incident. Contact Hobart Fleet Repair to confirm drop-off arrangements and the information needed for your vehicle.