The report is usually completed at the rental agency when the damaged vehicle is returned or exchanged. It may also be referred to as the damage report, accident, or incident report, or it may simply be a check-in slip that has a space for damage details (particularly for foreign rentals).
A public or private auction site held online including, but not limited to Ebay, Yahoo & Ubid.
A bag tag or passenger stub that is handed to the passenger to identify and trace a specific bag that has gone astray and was not delivered at the destination.
If the renter was self-employed at the time of the rental, or is the owner of their
business, we require a copy of the renter’s business license/incorporation papers.
If the documents are unavailable, a business card may possibly be acceptable.
If the driver was cited or ticketed, we may require a copy of the citation or ticket
to determine if any of the rental terms and conditions were violated by the actions
of the renter.
Refers to land, water or air conveyance operating under valid license to transport passengers for hire and for which a ticket must be purchased prior to commencing travel.
A period of round-trip travel that does not exceed 365 days away from your residence to a destination other than your city of residence.
A letter from the Common Carrier verifying the cause of the delay.
A detailed list of damage and the approximate cost of repair the damage.
A copy of your insurance Declarations Page(s) [the document(s) that lists names,
coverages, limits, and deductibles effective at the time of the incident. If you
were not insured on the date of the incident please supply a notarized letter stating
The insurance document(s) from your primary auto insurance company that lists names,
all owned vehicles, coverages, limits, and deductibles. It should reflect coverages
at the time of loss. It is generally the first page of the actual policy but may
consist of several pages.
A document outlines the total amount claimed for damage and any additional fees
the rental agency may be charging as a result of damage caused by the renter. The
document generally provides contact information for the rental agency’s claims department.
Any sudden, unforeseen breakdown in the Common Carrier's equipment that caused a delay or interruption of the trip.
The coverage for eligible expenses is secondary to any applicable insurance or other reimbursement available to you.
The contract or receipt given when the vehicle is returned to the rental agency.
It should reflect the cardholder’s name, the intended rental dates, the actual rental
dates, the card used to pay for the rental, the cost of the rental, - the make and
model of the vehicle rented (and if exchanged for 2nd vehicle at the time of incident,
this should reflect information for the 2nd vehicle), insurance selections made
by the renter.
A document that provides details on the actual costs to repair the car. It should
provide a detailed listing of all parts, labor, taxes, and any other fees charged
by the repair center.
Severe weather condition that delays the scheduled arrival or departure of a Common Carrier.
A complete copy of the initial claim filed with the Common Carrier.
Contract provided when the vehicle is picked up from the rental agency. It should
reflect the cardholder’s name, the intended rental dates, the card used to reserve/secure
the rental, the make and model of the vehicle rented, insurance selections if any,
and the amount estimated for the rental cost.
A list of the items being claimed including their value and receipts if available.
A letter on company letterhead signed by a person of authority (employer, manager,
owner, or whoever authorizes company travel), that confirm that the rental was for
business use. Please make sure that all authorized drivers are listed in this employer
This document must reflect the renter’s name, their insurance preferences and their
preferred card for reservation purposes.
The MBS from the cardholder’s bank that shows the cardholder’s name, at least the
last 4 digits of the credit card number, and must reflect the charge for the common
carrier tickets. An online copy is acceptable provided the necessary identifying
information is included.
The MBS from the cardholder’s bank that shows the cardholder’s name, at least the
last 4 digits of the credit card number, and must reflect the charge for the rental
vehicle. An online copy is acceptable provided the necessary identifying information
The MBS or proof of payment for damages that reflects the charges for the damage
to the rental vehicle. (This may have not been charged to your card. Please
provide documentation on any payment made for repairs to the rental vehicle. )
The notarized statement of no insurance should explain that at the time of the incident/rental,
the eligible person had no personal insurance policy. Letter should include the
dates of the incident/rental as this is the time period in question. (Notaries can
usually be found at a bank.)
This may replace the initial rental agreement and should contain the intended rental
dates, renter’s name, card information, and vehicle preferences along with insurance
If available, the photos can be obtained from the rental agency if the renter does
not have a copy.
The report should reflect the accident narrative and all involved parties along
with any citations/violations/tickets/findings, etc. (If you do not have this, please
request from the appropriate police department.) We do require the complete police
report with the full narrative if one was filed.
This would be included with the confirmation sent by the travel agent.
A document that would be provided by the rental car company that reflects the amount
paid by the rental company for the purchase of the damaged vehicle. A Vehicle Valuation
provides detail on the value of the subject vehicle at the time of loss.
If the cardholder paid for repairs to the vehicle, a receipt is required for these
repairs/purchase in addition to the estimates/invoices, etc.
The legal and binding document that releases the cardholder and client from any
further liability for the damages/repairs made to the rental vehicle. This is prepared
by Card Benefit Services and sent to the rental agency with any settlements that
are less than the original demand made by the rental company.
The original document/charge slip showing proof of a sales transaction which shows the last four digits of the eligible credit card imprinted on the receipt.
This document reflects the amount received for the sale of the damaged vehicle should
it be non-repairable (total loss). This may be obtained from the rental agency.
Your primary auto policy may show that you have one of these aforementioned coverages
on your policy. Because this coverage generally alters or eliminates your deductible,
we require a settlement from your insurance company to determine the amount, if
any, we may cover.
If you are insured in the following states (TX, ND, MN, RI and NY) your state statutes
require personal auto insurance to pay for damages to rental vehicles under liability
coverage. We require settlement documentation to determine what additional amounts,
if any, we can cover. In the event your insurance company denied your claim, a copy
of the denial letter will be required.
This document outlines the payment made under your primary insurance policy for
the damages to the rental vehicle.
A document that outlines the amount paid by an insurance company or third party
for the damage to your rental vehicle.
This document outlines the payment made by the common carrier for the claimed loss.
The Settlement Response outlining or declining payment from your insurance carrier.
A document that reflects the dates of storage of the damaged rental vehicle and
the costs associated with the storage prior to repair or settlement for damages.
Labor disagreements that interfere with the normal departure and arrival of a Common Carrier.
If a rental car was part of your travel booking, the itemized travel reservation
document, reflecting the items included in the package and amount charged for the
rental vehicle, must be provided. This amount must be reflected on the corresponding
This document must reflect the date of tow, vehicle towed, and an itemized breakdown
of all charges (tow, storage, mileage, additional labor, etc.)