SECTION 2 CARRIER DROP-OFF & NEW CAR DELIVERY
2.1 CARRIER DROP-OFF
2.1.8 Coding System for Bill of Lading/Delivery Receipt / VSR /EPOD and Loss & Damage Claims
Use the following five-digit code system to document damage/missing/incorrect part on the Bill of Lading/Delivery Receipt/ VSR and on the Loss & Damage claim form:
- The first two digits describe the area of damage and/or shortage (Alpha/numeric)
- The next two digits indicate the type of damage/missing/incorrect part (numeric/numeric)
- The last digit indicates the severity (size of damage area) (numeric)
IMPORTANT: Damage/missing codes must be noted in the space immediately below the appropriate VIN. No other notations should be made on this document. Dealerships will be responsible for damage not noted on this document, or on Dealership letterhead as directed in the sections on concealed damage and late/after hour deliveries.
NOTE: This document is meant as an example of how to effectively perform vehicle inspection
Damage Code Example
The left rear door is dented about ten (10) cm in length.
This damage is to be noted as follows: A6 04 3
A6 Door left rear
04 Dented
3 over 8cm up to 15cm
Damage code notation errors account for the majority of transportation claim rejections. Damage codes written on the VSR cannot be changed after the vehicle has been accepted and the Carrier’s representative has left the Receiver’s premises. The Carrier’s copy of the VSR is used to verify the claim submitted by the Receiver.
Other areas that cause claims to be rejected or adjusted are:
- Incorrect severity code. On the right-hand side of the VSR there is a ruler to correctly measure the size of the damage.
- Incorrect damage area code. Each panel or area of the vehicle is represented by a specific code, often the left and right are incorrectly marked down. Determine the left from the right as if sitting in the Driver’s seat. Also be careful in selecting front and rear.
- Incorrect damage type code. Damage type codes are listed at the bottom of the VSR. Careful attention is needed to correctly describe each type of damage.
- Writing of comments in the lower right-hand portion of the VSR (comments area) does not constitute a valid record of damage, (e.g., stone chip on rear of vehicle), each area must be defined within the body of the VSR using the correct location and codes.
Use the Damage type code / Severity code from the information provided in the VSR.