Free Car Rental Customer Incident Report

I. Incident Information

II. Customer Information

III. Vehicle Information

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], 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. 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.

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