Pointers on writing a tow bill
By Marge Libby
Towing bills were the topic at a recent Towing & Recovery Professionals of Connecticut meeting. Tom Tedford explained that complete information should appear on a towing bill. “Towing is only half of the job,” he stated. “The other half is paperwork.”
He held up a paper containing a few lines. “This was a bill for over $19,000, and this was all they put on it. A proper bill for this amount would probably run two or three pages. Customers need a detailed explanation of where the total comes from.”
Tom went on to say that the association was contacted by three towing companies in the past week. The towers were having problems stemming from complaints to DMV about their towing bills. “There would have been no problem if their invoices were properly prepared,” Tom explained. “About 80 percent of the complaints could be eliminated if towers would put the proper information on the bill”
Tom listed nine things a towing bill must show:
1. The registration number of the motor vehicle. If the vehicle is not registered, get the VIN or at least the last eight digits of the VIN.
2. The date and time the tow was initiated. This information is required by law to appear on the tow bill.
3. The date (if different from above) and the time the tow was completed. This allows you to figure the total time for the job. It is a good idea to use military time, which helps avoid confusion about A.M and P.M. and also makes it easier to subtract start from finish time.
4. The location the vehicle was towed from. This should be as specific as possible. For example, write out “I-84 Eastbound, just west of exit 26.” Don’t put just “I-84.”
5. The destination of the tow. This should also be as specific as possible. Show the street address if possible.
6. The total mileage traveled during the tow. This is the difference between the beginning mileage with the vehicle in tow and the tending mileage at the tow destination. Tow mileage does not start until the vehicle is loaded or hooked.
NOTE, that even the no-charge mileage must be listed or the bill is not proper. Use your regular odometer to figure mileage, not your trip odometer. Show at least three digits plus tenths, e.g. 838.4 to 842.7 = 4.3 miles towed. Don’t forget to deduct the no-charge miles. Then you can charge the fraction as a full mile.
If for some reason, you turn around and tow the vehicle back, you can charge for mileage traveled both ways. An example might be if you did not get paid upon reaching the destination.
7. The charge for the tow service and any other charges incurred for the tow service. All charges should be itemized! Reasonable cleanup is included in the tow charge, but you can charge extra for anything extraordinary, e.g. winching, roll-over, crane, chainsaw, or cleaning up 800 yards of stuff. Just be sure to explain everything you charge for.
8. The name and address of the person requesting the tow service. For example, “Shelton Police Dept., Officer Davis, not just “P.D.”
9. Finally a copy of the tow bill must be given to the customer upon payment of the bill.
Tom also described some common errors in writing up towing bills”
· The hourly rate includes the operator. You can charge for labor only if you have sent an extra person, for example, to help clean up. Time cards or other records could be subpoenaed to prove that labor charges are for an extra person. The hourly rate is the shop rate you have posted. Do not exceed the rate you have posted.
· Be sure your rates are posted! As of July 1 in Connecticut, there is a $1,000 per incident fine if your paperwork is not in order. DMV will be making random inspections and signage will be included.
· Never charge for environmental cleanup. IF you subcontract the work out to a licensed contractor, let the contractor bill the customer. Don’t open yourself to that liability – stick to what you do, towing, and let them do what they are licensed to do.
· You cannot charge for any service related to a dealer/repairer plate. Service vehicles must have a commercial registration, not a dealer plate
(Marge Libby is the editor of Hook up, the official publication of the Towing& Recovery Professionals of Connecticut. For more information about TRPC, call 860-677-9074)
Reprinted with permission from Hook Up, the official publication of the Towing & Recovery Professionals of Connecticut.
This was printed in the December 1998 Issue of Towing and Recovery Phootnotes, on Page 20, and permission to repost this article was given by Footnotes Towing News)
