Car Rental Customer Incident Report

I. Incident Information

A. Date of Incident

The incident occurred on [Date]. This date is crucial for aligning the events with any external reports or witness accounts that might be available. It also helps in coordinating with the customer’s rental period and checking the vehicle's condition before and after the incident.

B. Time of Incident

The incident was reported to have occurred at approximately [Time]. Knowing the time of the incident is vital for understanding the context and environment in which it happened. This time frame allows the investigation to consider factors such as traffic conditions, lighting, and the customer’s schedule.

C. Location of Incident

The incident took place at the intersection of [Location]. This location is significant as it might have traffic cameras, businesses, or residences that could provide additional information or footage. The specific intersection also helps in assessing whether the area is prone to accidents or if there are any recurring issues with road conditions.

D. Weather Conditions

At the time of the incident, the weather was overcast with light rain. Understanding the weather conditions helps in determining if environmental factors contributed to the incident. Wet roads can increase stopping distances and reduce visibility, which are critical elements to consider during the investigation.

II. Customer Information

A. Customer Name

The customer involved in the incident is [Customer's Name]. This information is essential for contacting the customer for further details and updates regarding the incident. It also aids in verifying the customer's rental history and previous interactions with [Your Company Name].

B. Customer Contact Information

[Customer's Name] can be reached at [Customer's Number] or via email at [Customer's Email].

C. Rental Agreement Number

The rental agreement number associated with this incident is [Agreement Number] This number links the incident directly to the specific rental contract, providing access to all relevant details about the rental terms, vehicle condition reports, and customer responsibilities.

D. Driver's License Number and State

[Customer's Name] driver's license number is [Number], issued by the state of [Location]. This information verifies the customer’s identity and eligibility to drive. It is also necessary for any legal or insurance processes that might follow.

III. Vehicle Information

A. Vehicle Make and Model

The vehicle involved is a [Year] [Car Model/Brand]. Knowing the make and model helps in understanding the vehicle’s safety features, handling characteristics, and any model-specific issues that might be relevant to the incident.

B. Vehicle Identification Number (VIN)

The Vehicle Identification Number (VIN) is [Number]. The VIN provides a unique identifier for the vehicle, allowing for a complete history check and verification of the vehicle’s specifications and any past incidents or repairs.

C. License Plate Number

The license plate number of the rental vehicle is [Number]. This information is crucial for identifying the vehicle in traffic records, surveillance footage, and any third-party reports related to the incident.

D. Current Mileage

At the time of the incident, the vehicle's odometer read 12,345 miles. Tracking the mileage helps in assessing the vehicle’s usage and wear, which can be relevant if the incident involved mechanical issues or if the vehicle was near a scheduled maintenance check.

IV. Incident Description

A. Detailed Account of the Incident

On [Date], at approximately [Time], [Customer's Name] was driving the [Year] [Car Model/Brand] at [Location]. As he approached the intersection with [Location], he noticed the traffic light turning yellow. [Customer's Name] decided to proceed through the intersection. However, as he entered the intersection, a vehicle traveling northbound on [Location] ran the red light and collided with the rear passenger side of the vehicle.

[Customer's Name] reported that he had the right of way and that the other vehicle appeared to be speeding. Immediately following the collision, [Customer's Name] pulled over to the side of the road to check for injuries and assess the damage. He then contacted the police to report the incident and waited for their arrival. [Customer's Name] also took photos of the scene and exchanged insurance information with the other driver.

B. Witness Information

Names of Witnesses
Contact Information for Witnesses

[Names of Witnesses], who were pedestrians at the intersection, provided their accounts of the incident. [Witness' Name] stated that she saw the other vehicle run the red light, corroborating the account. [Witness' Name] mentioned that the other vehicle appeared to be speeding and did not attempt to stop.

V. Damage Assessment

A. Description of Damage to Rental Vehicle

The vehicle sustained significant damage to the rear passenger side, including a dented door, a shattered window, and a bent frame. The impact also caused damage to the rear bumper and taillight. The vehicle was rendered undrivable and required towing to a repair facility for a thorough assessment.

B. Photos of Damage

Photos were taken immediately after the incident, showing the extent of the damage to the vehicle. These images will be attached to the report for visual reference and to assist in the insurance claim process.

C. Description of Damage to Other Property

There was no significant damage to other property as a result of the incident. The collision was contained to the vehicles involved, and there was no impact on nearby structures or objects.

D. Estimated Cost of Repairs

An initial assessment by the repair facility estimated the cost of repairs to be approximately $5,000. This includes replacing the rear passenger door, window, bumper, and taillight, as well as labor costs. A more detailed estimate will be provided after a comprehensive inspection of the vehicle.

VI. Police Report

A. Was a Police Report Filed?

Yes, a police report was filed immediately following the incident. The police were contacted by the customer and arrived at the scene within 15 minutes to assess the situation and document the incident.

B. Police Report Number

The police report number assigned to this incident is [Number]. This unique number is crucial for tracking the incident in police records and for referencing insurance claims and any potential legal proceedings.

C. Name and Badge Number of Responding Officer

The responding officer was [Officer's Name], badge [Number]. The officer conducted a thorough investigation at the scene, interviewed both drivers and gathered witness statements to compile a comprehensive report.

D. Summary of Police Report

The report indicates that the collision occurred due to the other driver's failure to obey the traffic signal, resulting in a red-light violation. The report confirms that [Customer's Name] had the right of way and that the other driver was likely speeding at the time of the incident. [Officer's Name] collected statements from witnesses, which corroborated the customer's account, and noted the adverse weather conditions that may have contributed to the other driver’s inability to stop in time. The police report includes detailed diagrams of the incident scene and photographs taken by the officer.

VII. Insurance Information

A. Customer's Insurance Provider

[Customer's Name] insurance provider is [Insurance Name]. It is essential to have this information to coordinate the claim process and to ensure that all damages and liabilities are appropriately covered.

B. Policy Number

[Customer's Name] insurance policy number is [Number]. This policy number is necessary for filing the claim and for any subsequent correspondence with the insurance company.

C. Rental Company's Insurance Provider

[Your Company Name]’s insurance provider is [Insurance Name]. Having the rental company’s insurance details ensures that any gaps in the customer’s coverage can be addressed, and all parties are aware of the coverage limits and responsibilities.

D. Policy Number

The rental company’s insurance policy number is [Number]. This policy number will be used in all official documentation and communications regarding the incident to ensure proper handling of the claim.

VIII. Customer Statement

A. Customer’s Account of the Incident

[Customer's Name] provided a detailed statement about the incident. He described how he was driving on [Location]. As he proceeded, a vehicle traveling northbound on [Location] ran the red light and collided with the rear passenger side of his rental car. [Customer's Name] stated that the other vehicle was moving at a high speed and did not show any signs of attempting to stop. Immediately after the collision, [Customer's Name] ensured that there were no injuries and then contacted the police to report the incident.

B. Customer’s Signature

[Customer's Name] signed the statement on [Date], acknowledging that the information provided was accurate to the best of his knowledge. The signature validates the customer’s account and ensures that the statement can be used as a formal part of the incident report.

C. Date of Statement

The statement was documented and signed on [Date]. Recording the date of the statement is crucial for maintaining an accurate timeline of events and for any legal or insurance proceedings that may follow.

IX. Rental Company Action

A. Immediate Actions Taken by Rental Company

Upon being notified of the incident, [Your Company Name] immediately dispatched a tow truck to the scene to recover the damaged vehicle and transport it to a designated repair facility. The rental company also contacted [Customer's Name] to offer assistance and to ensure his safety and well-being. Additionally, a replacement vehicle was arranged for [Customer's Name] to minimize any inconvenience caused by the incident.

B. Follow-Up Actions Planned

[Your Company Name] plans to conduct a thorough internal review of the incident, including examining the vehicle’s maintenance records and assessing the extent of the damage. The company will coordinate with the insurance providers to process the claims efficiently. Follow-up communications with the customer will be maintained to keep him informed about the progress of the repairs and any other relevant updates.

C. Contact Person at Rental Company

The primary contact person handling this incident is [Employee Name], the Claims Manager at [Your Company Name]. The manager will be responsible for overseeing the entire process, from the initial report to the final resolution.

D. Contact Information

[Employee Name] can be reached at [Your Company Number] or via email at [Your Company Email]. Providing the contact information ensures that all parties involved can communicate effectively and that the customer has a direct point of contact for any queries or concerns.

X. Additional Notes

A. Any Additional Information Relevant to the Incident

It is worth noting that the location where the incident occurred is known for frequent accidents due to its high traffic volume and complex signal patterns. This information could be relevant for future preventive measures or for contextualizing the incident.

B. Observations or Comments by Rental Company Staff

The rental company staff observed that the customer was cooperative and provided all necessary information promptly. The staff also noted that the vehicle’s damage was consistent with a high-impact collision, reinforcing the details provided by the customer and the witnesses.

XI. Attachments

A. Photos of Damage

Attached are the photos of the vehicle damage taken at the scene, which provide a visual reference for the extent of the damage and the points of impact.

B. Copy of Police Report

Included is a copy of the official police report, which details the findings of [Officer's Name] and includes diagrams and photographs taken by the police.

C. Any Other Relevant Documents

Any additional documents, such as witness statements and insurance forms, are attached to ensure that all information related to the incident is compiled in one comprehensive report.