Checklist template

Vehicle damage and claims management for parking facilities

A ready-to-use checklist with 96 items in 6 sections, covering Intake checks, Incident reports, Camera footage, Claims, Trends, Prevention. Use it as-is in InspectLoop, or adapt it to your own standards in minutes.

  • 6 Sections
  • 96 Items
  • 80 Yes / No checks
  • 5 Scored ratings
  • 105 Points

Use this template How audits work

1. Intake checks 16 items

  1. Intake records (tickets and photos) are kept for at least the claim reporting period set by company policy Yes / No 1 pt
  2. Intake damage notes use the standard codes or symbols printed on the ticket (scratch, dent, crack) Yes / No 1 pt
  3. The customer initials the pre-existing damage noted on the ticket Yes / No 1 pt
  4. Intake photos can be retrieved by ticket number or plate within minutes when a customer disputes damage Yes / No 1 pt
  5. Intake photos sampled show all four sides and are stamped with the date and time Yes / No 1 pt
  6. The odometer reading is recorded at intake where company policy requires it Yes / No 1 pt
  7. The valet ticket records the attendant who received the vehicle Yes / No 1 pt
  8. The parking location and the attendant who parked the vehicle are recorded on the ticket or in the system Yes / No 1 pt
  9. Every move of the vehicle after it was first parked (re-park, restack, retrieval) is recorded with the attendant's name Yes / No 1 pt
  10. Intake photos are taken with the company app or camera, not on employees' personal phones Yes / No 1 pt
  11. Intake photos show the wheels and the lower bumper corners, where most scrape claims arise Yes / No 1 pt
  12. Self-park entry lanes have cameras or a plate recognition image showing the front of each vehicle on entry Yes / No 1 pt
  13. The claim check states the time limit for reporting damage, matching the claims policy Yes / No 1 pt
  14. A sample of 10 valet tickets from today has the damage diagram filled in, not left blank Yes / No 1 pt
  15. Tickets with a blank damage diagram in the sample of 10 Number
  16. Usefulness of intake records as claim evidence in the sample Rating
    • Diagram and photos complete, dated and retrievable 5 pts
    • Some records incomplete or without photos 3 pts
    • Intake records missing or unusable 1 pt

2. Incident reports 18 items

  1. Blank vehicle incident report forms, or the reporting app, are available at the office and the valet stand Yes / No 1 pt
  2. A report is written for every damage allegation, including those the facility believes are unfounded Yes / No 1 pt
  3. The report is completed before the customer leaves the facility whenever the customer is present Yes / No 1 pt
  4. Each report records the vehicle's plate, make, model and color Yes / No 1 pt
  5. Each report records the ticket number and the entry and exit times Yes / No 1 pt
  6. The damage is described by location on the vehicle and by size Yes / No 1 pt
  7. Photos of the alleged damage are taken on site and attached to the report Yes / No 1 pt
  8. Photos of the parking space and nearby columns, curbs or equipment are attached Yes / No 1 pt
  9. The employee involved writes a statement on the same shift Yes / No 1 pt
  10. Names and phone numbers of witnesses are recorded Yes / No 1 pt
  11. The customer receives a copy or a reference number with the claims contact Yes / No 1 pt
  12. Training records show that each employee on shift was taught not to admit fault or promise payment to a customer Yes / No 1 pt
  13. Gate arm strikes are reported with the lane number and the gate event time Yes / No 1 pt
  14. Incidents between two customers' vehicles are recorded with both drivers' details Yes / No 1 pt
  15. Police report numbers are noted where police attended Yes / No 1 pt
  16. Reports reach the claims department or insurer within the deadline set by company policy Yes / No 1 pt
  17. Incident reports filed in the last 30 days Number
  18. Completeness of the last five incident reports Rating
    • All fields and photos complete 5 pts
    • Some gaps 3 pts
    • Major gaps 1 pt

3. Camera footage 15 items

  1. Footage of the entry lane, the exit lane and the area of the alleged damage is searched for every incident Yes / No 1 pt
  2. Footage is searched within the retention period of the recorder, and the search date is noted on the report Yes / No 1 pt
  3. Days of recorded video kept by the system Number
  4. Relevant clips are exported and saved with the claim file Yes / No 1 pt
  5. Exported clips are stored where only the manager and claims staff can open them Yes / No 1 pt
  6. The time shown on the recorder matches the time on the parking system Yes / No 1 pt
  7. Entry images show whether the damage was already there in the claims sampled Yes / No 1 pt
  8. A log records who searched the footage and what was found, including when nothing was found Yes / No 1 pt
  9. Cameras cover the valet drop-off and pickup zone Yes / No 1 pt
  10. Cameras cover the ramps and tight turns where vehicles scrape Yes / No 1 pt
  11. Plate recognition images are kept and can be retrieved by ticket number Yes / No 1 pt
  12. Footage is released to customers, insurers or police only through the process set by company policy Yes / No 1 pt
  13. Cameras found not recording during a claim search were reported for repair Yes / No 1 pt
  14. Dash or body cameras used by valet or shuttle staff, where issued, are downloaded when an incident occurs Yes / No 1 pt
  15. Use of camera evidence in recent claims Rating
    • Footage found and saved for every claim 5 pts
    • Saved for some claims 3 pts
    • Rarely searched or already overwritten 1 pt

4. Claims 17 items

  1. Damage claims open at the time of the visit Number
  2. Damage claims opened in the last 12 months Number
  3. A claims log lists each claim with its date, vehicle, alleged damage, status and amount Yes / No 1 pt
  4. Each claim is acknowledged to the customer in writing within the time set by company policy Yes / No 1 pt
  5. Claims are accepted or denied by the claims department or insurer, not by site employees Yes / No 1 pt
  6. Denial letters refer to the evidence relied on (intake notes, photos, footage) Yes / No 1 pt
  7. Repair estimates are obtained from a body shop before any payment is approved Yes / No 1 pt
  8. Payments are made by check or transfer from head office, never in cash from site funds Yes / No 1 pt
  9. A signed release is obtained from the customer before or with payment Yes / No 1 pt
  10. Claims paid are charged back to the facility's results so the manager sees the cost Yes / No 1 pt
  11. Amount paid in damage claims over the last 12 months (dollars) Number
  12. The garage liability or garagekeepers insurance certificate on file is current Yes / No 1 pt
  13. Expiry date of the garagekeepers insurance certificate Date
  14. Claims involving an injury are escalated the same day to the insurer and the regional manager Yes / No 1 pt
  15. Claims open longer than the time set by company policy have a note explaining the delay Yes / No 1 pt
  16. Claims suspected of being fraudulent are flagged to the insurer with the supporting evidence Yes / No 1 pt
  17. Customer complaints about claim handling are logged and answered Yes / No 1 pt

5. Trends 13 items

  1. Claims are tallied by type: scrape, dent, glass, wheel or tire, gate arm, theft from vehicle Yes / No 1 pt
  2. Claims are tallied by location in the facility, such as level, ramp or lane Yes / No 1 pt
  3. Claims are tallied by the employee who handled the vehicle, for valet operations Yes / No 1 pt
  4. Claims are tallied by time of day and day of the week Yes / No 1 pt
  5. Claims per 10,000 vehicles parked over the last 12 months Number
  6. The claim rate is compared with the target set by company policy Yes / No 1 pt
  7. The location with the most claims has been identified, and staff could name it Yes / No 1 pt
  8. Location in the facility with the most damage claims Short text
  9. The claims trend is discussed at the monthly staff or safety meeting, per the meeting notes Yes / No 1 pt
  10. Employees with repeated claims have been retrained or reassigned Yes / No 1 pt
  11. The share of claims denied because of intake notes or footage is tracked Yes / No 1 pt
  12. Claim results are shared with the regional manager each month Yes / No 1 pt
  13. Use of claims data at this facility Rating
    • Tracked, reviewed and acted on 5 pts
    • Tracked but not acted on 3 pts
    • Not tracked 1 pt

6. Prevention 17 items

  1. Areas under construction or repair work are covered so dust, paint overspray and debris cannot fall on parked vehicles Yes / No 1 pt
  2. Snow plow and sweeper operators keep the distance from parked vehicles set in the snow or cleaning plan Yes / No 1 pt
  3. Wall pads or bumper guards are fitted where car doors open against walls or columns Yes / No 1 pt
  4. Warning signs about tight turns or low clearance are posted at the ramps with the most scrape claims Yes / No 1 pt
  5. Columns, pipes and wall corners along tight turns are padded or painted in a contrasting color Yes / No 1 pt
  6. Stalls beside columns with repeated door or bumper claims have been widened, restriped or closed Yes / No 1 pt
  7. The clearance bar at each entrance hangs no higher than the lowest overhead obstruction inside the facility Yes / No 1 pt
  8. Lanes with gate arm strikes in the claims log have had their safety loop checked by the equipment vendor Yes / No 1 pt
  9. Tire spikes or one-way traffic devices, where installed, carry warning signs facing wrong-way drivers Yes / No 1 pt
  10. Stall widths in the valet stacking area follow the stacking plan Yes / No 1 pt
  11. Vehicles in tandem or stacked spaces are moved only by valet staff Yes / No 1 pt
  12. No fresh scrape marks show on speed humps or ramp transitions, or the spot is reported for regrading Yes / No 1 pt
  13. Stalls beneath active drips from slabs or pipes are blocked off until the leak is repaired Yes / No 1 pt
  14. Corrective actions from the previous claims review have been completed Yes / No 1 pt
  15. Name of the facility manager Short text
  16. Overall management of vehicle damage and claims Rating
    • Strong 5 pts
    • Partial 3 pts
    • Weak 1 pt
  17. Corrective actions required Comments

About this template

This checklist is part of the InspectLoop template library. Yes / No checks score 1 point when met; ratings score the points shown for each option. The overall score is the percentage of points earned, with N/A answers excluded. In InspectLoop you can add photos, assign corrective actions, require sign-off and compare results across sites.

Categories

Related templates

← All templates

Brand standards

At every site, every time

Start Free Contact us