Dealing with a customer questioning time spent on-site? This template helps you respond professionally using vehicle tracking data as proof of service delivery. Fill in the bracketed sections with your specific details.
Important: Please read the disclaimer at the bottom before using this document.
Email/Letter Template
Date: [Insert Date]
To: [Customer Name/Company]
From: [Your Name/Title]
Subject: Invoice [Number] - Time on Site Query
Dear [Customer Name],
Thank you for your query regarding invoice number [number], specifically about the time our employee[s] spent on-site at your location.
To provide you with accurate information, I can confirm that our service vehicles are equipped with tracking devices that record detailed, real-time data. This includes arrival and departure times, exact locations, and vehicle activity throughout the service period.
I've attached an extract from our vehicle tracking log for the relevant service visit. This shows:
[Insert relevant details, such as:
Arrival time at customer location
Departure time from customer location
Total time on-site
Any breaks or interruptions
Vehicle movements during the visit]
This tracking data provides an accurate record of the time spent delivering services at your premises, which supports the charges shown on invoice [number].
I hope this information resolves your query. If you have any further questions or would like to discuss this matter, please don't hesitate to contact me directly.
Thank you for your business.
Kind regards,
[Your Name]
[Your Title]
[Company Name]
[Contact Information]
Disclaimer
This document is intended for your own internal use as a guide only and you should not make it available to any third parties. Whilst RAM Tracking believes the information contained in this document to be correct, it is not a substitute for appropriate legal advice and it is made available to you strictly on the basis that you will not place any reliance upon it.
RAM Tracking and its officers, employees and agents take no responsibility for actions taken based on the information contained in this pack. RAM Tracking and its officers, employees and agents each make no representation or warranty (express or implied) and take no responsibility or liability for the accuracy or completeness of the information in this document or any other information made available to you in our training materials and any such liability is expressly disclaimed.
Nothing in this disclaimer will operate to exclude or restrict RAM Tracking’s or its officers’, employees’ and agents’ liability (if any) for (i) death or personal injury resulting from its negligence; (ii) their fraud or fraudulent misrepresentation; and/or (iii) any matter for which it is not permitted by law to exclude or limit, or to attempt to exclude or limit, liability. Except as set out in the preceding sentence, RAM Tracking and its officers, employees and agents each exclude all warranties, conditions and other terms implied by law (whether by statute, common law or otherwise).