Before the driver leaves
Write down the unit number, year, make, model and mileage. Add the driver’s description of the concern in their own words. “Vibration at highway speed after the last tire change” gives the advisor more to start with than “check vehicle.”
If several people share the vehicle, ask the driver who noticed the issue when it first happened and whether it happened more than once. Include the last related service if you have that record.
Decide who can approve the work
Give the advisor the name and callback number of the person who can approve an estimate. If your account uses a purchase order, include its reference and ask how to handle a revised estimate. A driver who drops off the keys may have no authority to approve repairs.
For a driver waiting on site, agree on a callback time with dispatch. If the unit is staying overnight, give the advisor a contact who will still be reachable after the driver leaves.
Which detail helps an advisor move from an estimate to authorized work?
Plan the next dispatch
Share the next scheduled run and ask when to expect an update. At pickup, match the unit number on the invoice, note completed work and carry any open recommendations into the fleet maintenance log.
Visit checklist
Choose the items you want, or print all.
Sources & further reading
General driver education. Your vehicle’s instructions, current state requirements and the technician’s findings determine the next step. A guide cannot diagnose your car or confirm it is safe to drive.