Inspections are a mandatory component of every FlexiFleet booking. Inspection records serve as legally admissible evidence for insurance claims with Saskatchewan Government Insurance (SGI) and for resolving disputes between Hosts and Renters.
1. Pre-Trip Inspection (Before Driving)
The pre-trip inspection must be completed before the Renter takes possession of the vehicle. Both the Host and Renter must participate.
Host Pre-Trip Steps:
- Record current odometer reading
- Record fuel level (percentage)
- Record overall vehicle condition (None / Minor / Moderate / Major damage)
- Document any existing damage with written notes
- Photograph all 4 exterior sides, the interior, the odometer, and any pre-existing damage
- Confirm GPS location of the vehicle
- Provide digital signature
Renter Pre-Trip Steps:
- Review the Host's recorded condition and photographs
- Note any discrepancies or additional damage not documented by the Host
- Take additional photos if needed
- Provide digital signature confirming the vehicle condition at pickup
Time limit: The pre-trip inspection must be completed within 2 hours of the scheduled trip start time. Bookings not inspected within this window may be cancelled.
2. Post-Trip Inspection (After Return)
The post-trip inspection must be completed within 2 hours of the scheduled trip end time.
Renter Post-Trip Steps:
- Return the vehicle to the agreed return location
- Record return odometer and fuel level
- Photograph all 4 exterior sides, the interior, the odometer, and any new damage
- Provide digital signature confirming return condition
Host Post-Trip Steps:
- Inspect the vehicle upon return
- Confirm odometer and fuel level
- Document any new damage with photos and written description
- Provide digital signature
3. Photograph Requirements
A minimum of 4 photos are required (front, rear, driver side, passenger side). Additional photos are strongly recommended for:
- Any existing or new damage
- Interior cleanliness
- Fuel gauge
- Odometer reading
Photos must be taken in adequate lighting and clearly show the vehicle condition. Blurry or insufficient photos may not be accepted as evidence in claims.
4. Digital Signatures
Digital signatures are legally binding under The Electronic Information and Documents Act (Saskatchewan). By signing, you attest that: (a) you personally inspected the vehicle; (b) the recorded condition is accurate to the best of your knowledge; and (c) you accept the vehicle in the recorded condition (for Renters) or confirm the vehicle was returned in the recorded condition (for Hosts).
5. Failure to Inspect
Host fails to complete pre-trip inspection: The booking may be cancelled and the Host receives no payout. Renter receives a full refund.
Renter fails to complete pre-trip inspection: The Renter is deemed to have accepted the vehicle as-is and waives the right to dispute any damage claims.
Post-trip inspection not completed: FlexiFleet may conduct a remote review using available photographs. Disputes arising from incomplete post-trip inspections may be decided against the non-completing party.
6. Inspection Data and SGI
Inspection records — including photographs, GPS data, timestamps, and digital signatures — are stored by FlexiFleet and may be provided to SGI in connection with insurance claims. This data forms the evidentiary basis for all damage-related claims and disputes.