How many of you guys are writing damage on gate passes?

I always mark the gate pass if you don't you can only pray they lose it. Some customers have no clue what they buy . I picked up a 2016 Porsche with a bent wheel side wall of tire blown out and a dent in the fender so I went in the office to make sure it was described in the listing and they show the photo and discription in the listing. When I delivers it the dealer acted like I did it and I told him he needs to read the listing before buying 85k cars.

 

Picked up a Cadillac SUV a few months back with a crack in the windshield. When I dropped it off the dealer actually went to his computer to check the gate pass; good thing I noted the damage on the pass. I think he wanted to get a free repair and stick someone else with the bill. My notes on the gate pass, plus the pictures I took, ensured he wasn't getting a free ride this time.

 

That's why I back up any damage notes with good pictures. I always try to photograph the vehicle showing the surrounding area of the pickup location before getting closeups.

A fellow car hauler I know uses a Go-Pro camera to do the same thing; I'm thinking about maybe doing the same, if the company will allow it.

Now that I'm thinking about it, I used to have a scanner/copier in the truck (for other purposes). I wonder if scanning or copying the gate pass (or making a photo of it with your smartphone) might not be a bad idea...

 

CYA, man - gate pass, pics, whatever other measures you can... You know that it's always someone (our!) elses fault. Count on that. :-/

 

I use "FAST SCANNER : FREE PDF scan tool " on my phone to record things like that. It is easy to use and you can email directly from the program or save to your phone. I also use it to scan signed Bills of Laden to be used for billing invoices on loads pulled.

 

I always note the damages on the gate pass, even before the Ready thing when I was contracted directly with Manheim, plus I now take pictures of the damage and the pass. It is unusual for them to lose a gate pass, but some of their facilities are better run than others so I am sure it happens. I have been told by friends in the security office that the officer that scans out the unit is responsible to be sure the gate pass is filed, they have had too many vehicles released with no idea who actually took them that a gate guard can lose their job if a pass is missing.

I have only had one claim try to come back to me, but once I showed the geo tagged pictures they dropped it, having the time/date/location embedded in the picture is a real game changer as long as you take the picture before going to the gate. Keep in mind though, it is against Manheim policy to take pictures inside their gate, so if they want to be pushy they can pay the claim but ban you from their property nationwide. Don't know how they would enforce this but it is in their policy book.

I was spoken to by the general manager once for having a picture of the gate pass with my notes, that is also against Manheim policy, my argument was it had a spot for my signature (the full size pass not the little gold ones) so I want a copy of anything I sign. He told me not to do it anymore, but I still do to cover my arse, especially with how cold our relationship has grown with the interference of RAT.