SECTION 2 CARRIER DROP-OFF & NEW CAR DELIVERY
2.1 CARRIER DROP-OFF
2.1.4 Dealership Responsibilities When Receiving New Vehicles
Photos of any damage noted, with a measuring ruler to demonstrate the size, are required.
IMPORTANT: Damaged, missing or incorrect parts added to the Bill of Lading / Delivery Receipt/ VSR after the Carrier’s Representative has received their signed copy and left are not reimbursable from the Company or Carrier. All documentation must have a signature and printed name to ensure the identity of the employee checking the vehicle can be verified if needed.
The Dealer must:
- Establish a vehicle inspection procedure within the Dealership and train adequate personnel to be responsible for receiving new vehicles according to established procedures.
NOTE: Vehicle check-in personnel must be available during all hours of Dealership operation. - Inspect each vehicle in the Carrier Representative’s presence.
- Code all transportation damage, missing parts per the Damage Code charts on all copies of the Bill of Lading / Delivery Receipt/ VSR accurately and in detail.
- It is mandatory to supply photos of any damage noted, including a measuring ruler if needed for repairs specifying a size requirement. See example image below.
- Sign for delivery by clearly writing and printing the name of the Dealer’s Representative, the date, and the time of delivery.
- Notify the Carrier in writing (certified mail with return receipt recommended or fax) within ten (10) business days of all concealed loss or damage.
- Proof of notification is required for claim payment.
- Hold for the Carrier any parts removed from the vehicle due to transportation damage (These are called “salvage parts.” Refer to Disposition of Salvage Parts.
2.1.4.1 Late/After Hours Deliveries
When deliveries are made after business hours or at regular closing time, follow these steps:
- Note the date and time of delivery on the Bill of Lading / Delivery Receipt/ VSR.
- The Carrier is recommended to write the following statement on the Bill of Lading / Delivery Receipt/ VSR: “Vehicles received at the close of or after regular business hours, subject to later inspection.”
NOTE: It is not recommended to sign the Bill of Lading / Delivery Receipt/ VSR for late deliveries without the above statement. - When business hours are resumed, immediately inspect the vehicles for in transit loss and damage.
- Notify the Carrier in writing of any damage or shortages, including any concealed damage or shortage, (refer to Time Bound Policies), with photos of any damage noted. The business day window begins with the start of business the next day after the night or Public Holiday drop. Failure to properly notify the Carrier within the proper time frame could relieve the Carrier of liability, making it necessary for Ford to chargeback such claims to the Dealer.
2.1.4.2 Deliveries to Non-Dealership Premises
Where a Dealership requests a vehicle to be delivered to an authorized third party, such as a body builder or an offsite storage location, this delivery constitutes delivery to the Dealership. The Dealership is responsible for ensuring that vehicles delivered to an authorized third party are received in compliance with the guidelines listed in this Manual.