1. Purpose

To protect PLS and its employees from unnecessary damage claims,
additional charges, and rental disputes, all employees must
inspect and document rental vehicles
before leaving the rental lot and before returning them.

2. Before Leaving the Rental Lot

Employees must complete the following:

1. Inspect the entire vehicle for scratches,
   dents, cracks, and other existing damage.
2. Record a full exterior video walking around
   the vehicle, showing all four sides, bumpers, windows,
   wheels, and roof.
3. Record a full interior video showing the seats,
   dashboard, doors, floors, and cargo area.
4. Take photos of existing damage,
   including close-up images.
5. Photograph the fuel level and mileage
   on the dashboard.
6. Report existing damage to the rental company
   and request written acknowledgment.
7. Submit all videos and photos to your
   supervisor or the designated PLS system.

3. During the Rental

• Drive safely and follow all traffic laws.
• Only authorized drivers may operate the vehicle.
• Keep the vehicle clean and smoke-free.
• Immediately report accidents, damage, or mechanical issues
  to the rental company and PLS management.

4. Before Returning the Vehicle

Employees must:

1. Record another full exterior video
   showing the vehicle’s condition.
2. Record another interior video
   showing the seats, dashboard, and interior.
3. Photograph the final mileage and fuel level.
4. Document the vehicle’s return location
   with a photo.
5. Obtain a return receipt or confirmation
   whenever possible.
6. Submit all return videos and photos to PLS.

5. Damage Claims

If a rental company contacts an employee regarding
vehicle damage:

• Notify PLS management immediately.
• Do not accept responsibility or authorize payment
  without management approval.
• Provide all pickup and return photos, videos,
  and rental documentation.

6. Employee Responsibility

Following this SOP is
mandatory for all company rentals.
Failure to inspect and document a vehicle may result
in corrective action.

7. Quick Checklist