Documentation

Overspray documentation

Overspray documentation is a necessary step in reducing the liability factors associated with an overspray claim.

Overspray Removal Specialists, Inc., for over fifty years, has handled overspray claims for insurance companies and painting contractors nationwide, and over that time we have continued to refine our documentation that the many major insurance companies now use as a standard in documenting their overspray claims.

Vehicles are thoroughly inspected by our onsite manager with their owners before the cleaning process begins, and all previous damage is noted on our work order. Vehicle owners will sign the damage report along with a signed authorization for our technicians to remove the overspray from their vehicles. Before any work is started, claimants are given a copy of the work order with its vehicle pre-condition notations and the signed authorization to work on their vehicles.

After the vehicles are cleaned, the claimants again re-inspect their vehicles and sign a release of satisfaction. If on final inspection, a vehicle part cannot be cleaned and needs further adjustment, it will be noted on the work order as an exception to the release for further adjustment by those responsible for the overspray. Along with the release, claimants will sign a direction of pay which allows the party responsible for the overspray or their insurance company to pay us on their behalf.

Accurate and up to date records are vital in the claim process, as they eventually support an approval or denial by the adjustor. Adjustors carefully look at paint overspray claims to differentiate prior damages from new damages, and so we cautiously administer our meticulous documentation process.

The information about the claimant, the oversprayed vehicle’s description, license plate number, full vin number, the year, make, vehicle model, and the name of the cleaning technician are written on the work order.

Additionally, a description of the overspray on a vehicle is noted on the work order such as its color, density, and type of overspray. Also, the cleaning method is noted.

After the cleaning, releases of satisfaction signed by satisfied claimants help to further reduce future liability problems. A photo of the cleaned vehicle with the visible license plate for identification purposed adds to the documentation record. On large vehicles a side view photo is also attached for billing purposes. Lab analysis is also available. The information in the photos matches up with the vehicle information on the work order.

All of the work orders and photos are scanned into a permanent data base that is backed up by daily an outside professional data company for future access. All of the hard copies of the work orders and all other related data is safely kept in files for a ten year period.

Any claim data requested can be e-mailed in a PDF format to any responsible party to any of the claims we have handled. Hard copies of the work orders and photos are sent to those contracting our services for payment.

To learn more about our procedures, contact us today!