Claims & Readiness Center

Commercial Service Contract Claim Checklist

Direct answer: Use this worksheet to organize the information your fleet and administrator may need after a breakdown. It creates a print-friendly summary, not a claim or a readiness certificate. No email or submission is needed.

Keep diagnosis permission separate from repair approval. Blank, pending, unavailable, and declined entries remain visible. The actual contract and administrator—not this checklist—determine the required process and any coverage.

Prepared with AI assistance for Commercial Vehicle Protection. Published August 30, 2026. No personal review by Michael Aufmuth or contract-specific professional approval is claimed.

Read the claims process guide →

Build your handoff sheet

Everything is optional. Blank fields remain explicitly incomplete. Select “not applicable” only where you have confirmed that fact; never use it to stand in for an unknown.

Entries stay in this page’s memory. This tool does not upload, send, or automatically save them to browser storage. Reloading or leaving can discard them; browser restoration behavior may vary. A printed or saved PDF is your responsibility to protect. Avoid driver personal information, payment details, or other sensitive data.

1. Vehicle and application

Identify the affected unit. Record observations, not an unqualified diagnosis. Do not add driver personal information.

Fleet unit number

Year, make, model and vehicle class

VIN

Use the identifier required by your administrator. This tool does not verify VINs.

Odometer miles

Engine / PTO hours (if relevant)

Identify the meter; otherwise enter Not applicable.

Actual application, load, towing and upfits

Symptoms and incident timeline

2. Contract and administrator

Use the contacts and terms on the actual contract—not this website for claim intake or roadside dispatch.

Contract number and plan / endorsement

Administrator name and official claims contact

Claim or incident reference

Effective date, end date, mileage and other term limits

Administrator instructions and contact date

3. Repair facility and diagnosis

Record the administrator’s facility requirements and clarify diagnostic or teardown costs before committing the fleet.

Repair facility name

Facility business contact and location

Facility qualification / contract requirements

Diagnosis / teardown authorization status

Diagnosis reference, authorizing party, date and exact scope

Who pays diagnosis, teardown, reassembly and storage if declined?

4. Documents and repair authorization

A claim number and diagnosis permission are not approval to repair. Keep originals in your own secure system; no uploads are accepted here.

Contract and endorsements

Maintenance invoices and unit / mileage / hour evidence

Written diagnosis and itemized estimate

Approval to repair — separate from diagnosis

Repair approval reference, authorizing party, date, scope and amount

Additional work and supplemental approval status

Decision, outstanding questions and next action

5. Deductible, limits and invoices

Copy relevant terms and administrator instructions. A value entered here is not independently confirmed.

Deductible amount and basis (per visit, repair, etc.)

Applicable labor, component, claim, aggregate or vehicle-value limits

Unresolved or fleet-paid charges

Final itemized invoice / payment evidence

Invoice submission deadline from your contract / instructions

Invoice recipient, payee and submission confirmation

6. Operational downtime

Track business disruption separately from any contract benefit. No claim reimbursement or coverage is calculated.

Out-of-service date

Return-to-service date (leave blank if unknown)

Substitute vehicle billed days

Use actual billed days; they can differ from elapsed downtime. Enter 0 if no substitute.

Substitute vehicle cost per billed day (USD)

Other substitute vehicle charges (USD)

Enter 0 if none; a blank stays incomplete.

Substitute vehicle benefit: separate approval, terms and receipts

Dispatch changes, safe return-to-service confirmation and follow-up

Review printable summary ↓

Commercial Vehicle Protection · Personal worksheet

Claim-preparation summary

Not a claim submission, coverage decision, repair authorization, or vehicle safety clearance. All entries are user-recorded and unverified. This site does not receive or adjudicate claims. Follow your actual administrator’s instructions.

38 of 38 fields not entered. Completing fields never establishes approval or readiness.

Choose your browser’s Save as PDF destination if available. Inspect the preview and protect the saved file; there is no email gate.

Keep these decisions separate

Diagnosis / teardown: Not entered — incomplete

Approval to repair: Not entered — incomplete

A granted status is only your record of an administrator instruction. Confirm the separate reference, scope, amount, and conditions below before acting.

1. Vehicle and application

Fleet unit number: Not entered — incomplete
Year, make, model and vehicle class: Not entered — incomplete
VIN: Not entered — incomplete
Odometer miles: Not entered — incomplete
Engine / PTO hours (if relevant): Not entered — incomplete
Actual application, load, towing and upfits: Not entered — incomplete
Symptoms and incident timeline: Not entered — incomplete

2. Contract and administrator

Contract number and plan / endorsement: Not entered — incomplete
Administrator name and official claims contact: Not entered — incomplete
Claim or incident reference: Not entered — incomplete
Effective date, end date, mileage and other term limits: Not entered — incomplete
Administrator instructions and contact date: Not entered — incomplete

3. Repair facility and diagnosis

Repair facility name: Not entered — incomplete
Facility business contact and location: Not entered — incomplete
Facility qualification / contract requirements: Not entered — incomplete
Diagnosis / teardown authorization status: Not entered — incomplete
Diagnosis reference, authorizing party, date and exact scope: Not entered — incomplete
Who pays diagnosis, teardown, reassembly and storage if declined?: Not entered — incomplete

4. Documents and repair authorization

Contract and endorsements: Not entered — incomplete
Maintenance invoices and unit / mileage / hour evidence: Not entered — incomplete
Written diagnosis and itemized estimate: Not entered — incomplete
Approval to repair — separate from diagnosis: Not entered — incomplete
Repair approval reference, authorizing party, date, scope and amount: Not entered — incomplete
Additional work and supplemental approval status: Not entered — incomplete
Decision, outstanding questions and next action: Not entered — incomplete

5. Deductible, limits and invoices

Deductible amount and basis (per visit, repair, etc.): Not entered — incomplete
Applicable labor, component, claim, aggregate or vehicle-value limits: Not entered — incomplete
Unresolved or fleet-paid charges: Not entered — incomplete
Final itemized invoice / payment evidence: Not entered — incomplete
Invoice submission deadline from your contract / instructions: Not entered — incomplete
Invoice recipient, payee and submission confirmation: Not entered — incomplete

6. Operational downtime

Out-of-service date: Not entered — incomplete
Return-to-service date (leave blank if unknown): Not entered — incomplete
Substitute vehicle billed days: Not entered — incomplete
Substitute vehicle cost per billed day (USD): Not entered — incomplete
Other substitute vehicle charges (USD): Not entered — incomplete
Substitute vehicle benefit: separate approval, terms and receipts: Not entered — incomplete
Dispatch changes, safe return-to-service confirmation and follow-up: Not entered — incomplete

Operational calculations — not coverage projections

Incomplete: both dates are needed; no return date is assumed.

Substitute vehicle cost: Not calculated

Incomplete: enter billed days, daily cost and other charges, including zero when appropriate.

No repair cost, lost revenue, insurance recovery, warranty benefit, financial return, or contract payment is predicted.

Worksheet source: https://commercialservicecontracts.com/tools/commercial-service-contract-claim-checklist · Guidance published August 30, 2026. Retain original documents in your own secure system.

What this tool can and cannot do

It can collect your notes and calculate an operational substitute-vehicle estimate using the figures you enter. It cannot verify a VIN, establish eligibility, contact an administrator, dispatch assistance, upload records, authorize work, or predict reimbursement. For immediate danger, use appropriate emergency services. For roadside help, use your own provider’s instructions.

Prepare maintenance records →Read exclusions and conditions →Breakdown incident sequence →Estimate broader downtime →

Optional, separate next step

Assess protection for your fleet.

This is a fleet-protection inquiry, not claims intake. The form sends only the information you enter in it through our existing Elite OS lead process. Worksheet entries above are not copied or submitted. Do not put claim documents or sensitive information in the form.