WestgroveBefore the vehicle reaches the garage
A confirmed appointment needs more than a date. These worksheets help the driver, fleet contact and booking desk check that they are working from the same instructions.
- Service-visit information sheetVehicle, driver, appointment and approval contact · Plain text worksheet
- Service-desk callback sheetCustomer question, current owner and next action · Plain text worksheet
Guides
- Preparing a vehicle for its service visitDriver checklist · August 2026
- A useful callback handover at the service deskDesk procedure · May 2026
Keep the instructions current
If the appointment time changes, update both the working register and the driver. An old calendar entry or forwarded email can easily remain in use after the desk has agreed a new time.
Mechanical concerns
These sheets are for administrative preparation. If the driver has a concern about the condition of a vehicle, they should follow their fleet policy and contact the responsible workshop or appropriate roadside service. A booking coordinator cannot determine whether a vehicle is safe to drive.
Is this a service-booking portal?
No. The downloads are blank worksheets. The website does not access workshop availability or create a booking.
Can the sheets be printed?
Yes. The text files can be edited and printed. The guide pages also have a print button and a simplified print layout.
Where should completed sheets be stored?
Use the system approved by the garage or fleet operator. Keep access limited to the people responsible for the visit and avoid unnecessary personal information.
Preparing for a service visit
DRIVER CHECKLIST · AUGUST 2026
Check the confirmed details
Before the visit, check the workshop name, appointment date and arrival time. A preferred slot in a request is not a confirmed booking. If your instructions differ from the latest confirmation, contact the booking desk before travelling.
Know which vehicle is booked
Have the fleet vehicle reference or registration ready, along with the driver contact and the service request. If your fleet uses a purchase-order or authorisation reference, confirm who is responsible for supplying it.
Follow the garage's drop-off instructions
- Check where to park and which desk to use.
- Follow any key-handover instructions supplied by the workshop.
- Remove personal belongings as required by your fleet policy.
- Know the contact for appointment changes or delays.
- Use the travel arrangements already agreed with your fleet team.
Describe concerns without trying to diagnose them
If the vehicle has a symptom, record what the driver noticed and when it occurred. The workshop will assess the vehicle. Do not treat the booking note as a diagnosis or a promise about the repair.
Know the approval route
If additional work is proposed, the garage needs the authorised contact. Drivers should know whether they can approve work themselves or whether the fleet manager must decide.
Wait for collection confirmation
A booked service visit does not establish the completion time. Follow the workshop's update and your fleet team's instructions before arranging collection.
A useful callback handover
DESK PROCEDURE · MAY 2026
Make the next action obvious
A callback record should let the receiving service adviser act without guessing what the customer wants. Start with the vehicle or visit reference, the reason for contact and the information already shared.
Separate updates from decisions
“Driver wants an update” is a request for information. “Customer asks whether the estimate includes an additional item” is a question for the adviser. “Fleet contact needs to approve extra work” is an authorisation step. Keep those actions distinct.
Record ownership
The note should identify who owns the next action and what they need to do. If the matter is waiting for someone else, record that dependency rather than leaving a vague “pending” label.
Capture a promised time
If a customer was told they would receive a call by a particular time, include it. The next person needs to know whether that commitment is still achievable and whether an update is required.
Hand over unresolved items
- Visit or vehicle reference
- Customer question in plain language
- Last update supplied by the workshop
- Contact attempts already made
- Current owner and next action
- Promised callback time, if one was given
- Receiving owner when desk cover ends
Close with an outcome
When the callback is completed, note the answer or next step communicated. Do not mark a matter completed merely because the question was passed to an adviser.
Use the approved case or booking system for the working record. A separate private list is easy to lose during a shift change.