Loaner, Rental Vehicle Policies – Free sample document from Premium Member area
Loaner, Rental Vehicle Policies
1: Loaner Vehicle Agreement
a) This agreement MUST always be signed before the vehicle is let out – NO exceptions for anyone for any reason.
b) Review the agreement with the customer including fuel policy, charges, and liability.2: Miles
a) Record the odometer reading at the time the vehicle is let out.
b) Record the odometer reading immediately when it is returned.
c) Note the miles on the agreement.
d) Enter the miles into the management software.3: Fuel
a) Fuel must always be full when the vehicle is let out to a customer.
b) Check and record fuel level every time that a car is let out.
c) Check and record fuel level every time that a car is returned.
d) Customers may refill the gas themselves at the closest service station.
e) Customers may have us fill the fuel for them for the cost of the fuel and a $_____ service fee4: Charge / Cost
a) Charge to the customer for the first _____ day(s) is $_____ per day.
b) Charge to the customer for additional days is $_____ per day.
c) Charge may be waived at your discretion for:
1) Comebacks
2) Warranty
3) Parts delays
4) Any issue that may be considered to be a fault of the shop or vendors and not the fault of the customer
d) Charges do apply for intermittent issues that required the vehicle to remain at the shop for a time for monitoring if the customer wants us to do so. Or,
the customer may bring the vehicle back when the symptom is occurring more often.5: Weekly Inspection
a) Complete the Vehicle Weekly Inspection Checklist every _______
b) Assign each item that needs attention to someone (or yourself).
c) Follow-up on items needing attention until they are all completed.6: Cleaning
Use the cleaning checklist when cleaning is needed to make sure nothing is missed.7: Extra Benefit
Loaner vehicles are something extra that we provide to the customer as a courtesy. They are not a “right” where anyone who wants one can have one whenever they want. Use your discretion and common sense as far as who may use them.8: Customer Notes
Use the customer notes area in the management software to record any special information, positive or negative, related to that customer’s use of loaner vehicles.#autoshopmanagementdocuments
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