Email template for notifying customers about damage found on return. Keeps it neutral (no accusation), asks for context, includes photos request.

How to Use This Template

Use this template when you've found damage but haven't yet determined the charge amount. This gives customers a chance to provide context before you finalize the charge.

Damage Notification Email

Subject line and email body for notifying customers about damage found during inspection.

Subject: Vehicle Inspection - Booking [BOOKING_REF]

Hi [CUSTOMER_NAME],

Thank you for returning the vehicle (Booking: [BOOKING_REF]). We completed our inspection and noticed the following:

[DAMAGE_DESCRIPTION]

Examples:
• Scratch on rear bumper (right side, approximately 15cm)
• Dent on driver's side door
• Interior stain on passenger seat

We're currently reviewing this and will provide you with:
• Photos of the damage
• Repair quote or cost estimate
• Next steps

If you have any information about when or how this may have occurred, please share it with us. This helps us understand the situation better.

You can reach us at [CONTACT_EMAIL] or [CONTACT_PHONE] if you have questions.

We'll be in touch within [TIMEFRAME] with details and any applicable charges.

Thank you,
[YOUR_NAME]
[BUSINESS_NAME]
[CONTACT_EMAIL]
[CONTACT_PHONE]

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Adjust to your situation; keep it factual and specific.

Tips for Using This Template

→ Use neutral language. Avoid accusatory phrases like "you damaged" or "your fault."
→ Ask for customer input. This can help you understand if damage was pre-existing or occurred during rental.
→ Follow up with a detailed charge email (use Post-Hire Charge Email template) once you have repair quotes.
→ Send this promptly. Ideally within 24 hours of return, before sending the charge email.

Damage Notification Email Template

How to Use This Template

Damage Notification Email

Tips for Using This Template

Related Resources

Want this workflow without spreadsheets?