Don’t Let the Repair Shop Be the Only One Keeping Records

When your truck is in the shop after an accident, it can feel like there isn’t much to do except wait.

The repair shop has the truck. The insurance company is handling the claim. Parts have been ordered. So, you wait for the call saying your truck is ready. 
But while the truck is sitting, important details about your downtime are developing every day. 

Keep Your Own Record 

Repair shops maintain their own records, but those records are primarily about the repair itself. As an owner-operator or fleet, you should also keep a record of what is happening from your side. 

When did the truck arrive at the shop? When was the estimate completed? When were repairs authorized? Were parts delayed? Did the repair timeline change? When did you follow up?

A simple downtime log can help organize these details while they are still fresh. 

Ask for Updates in Writing 

Phone calls are convenient, but written updates can be easier to reference later.

If the shop tells you a part is backordered or the expected completion date has changed, consider asking for confirmation by email or text. Save repair estimates, supplements, invoices, parts updates, and other communications related to the repair.

The goal isn’t to overwhelm yourself with paperwork. It’s to create a clear record of what happened and when.

Pay Attention to Delays

Not every day a truck remains in the shop is necessarily caused by the same thing.

There may be time spent waiting for an inspection, approval from an insurer, additional damage to be evaluated, parts to arrive, or repairs to actually be completed.

Knowing why the truck remained out of service can provide important context when the length of downtime becomes an issue.

Document What the Downtime Means for Your Business

The repair timeline tells only part of the story.

Keep the business records that help show what happened while the truck was unavailable. Depending on your operation, that might include load confirmations, settlement statements, dispatch records, invoices, or historical earnings records.

The truck may be sitting still, but the financial effects on the business can continue.

Stay Involved Until the Truck Is Back

Don’t assume someone else is documenting every detail you may eventually need.

Stay in contact with the repair facility. Save important communications. Keep your downtime log current. Maintain your business records.

The easier it is to reconstruct the story later, the less you have to rely on memory.

The Bottom Line

A truck in the repair shop doesn’t mean your role in the process stops.

Track the repair. Document the delays. Keep the records.

Those small steps can help create a clearer picture of what happened during your downtime.

This article is for general informational purposes and is not legal advice.

Think you may have a downtime claim?

1-800-DOWNTIME | DowntimeClaims.com