When a semi is out of service, the driver, fleet office and repair shop may all be working from different information. One person knows where the truck is. Another knows the preferred shop. Someone else needs to approve the work. A clear call sheet helps bring those pieces together.
You do not need to diagnose the truck or choose towing equipment before calling. Start with what is known, identify what still needs an answer and make sure the towing company can reach the right people. This checklist helps you prepare for that conversation.
Choose a main contact
Decide who will coordinate the job and who is with the truck. They may be different people. Give the towing company a callback number for the main contact, then explain how to reach the driver or another person who can describe the scene.
If a fleet office needs to authorize charges or approve a destination, identify that contact early. Avoid leaving the driver to relay a decision between several people without knowing who has the final answer.
Keep the same job notes available to everyone involved so changes to the destination or vehicle condition do not get lost.
Describe the pickup location precisely
A general location such as “near Wichita” does not tell dispatch where the truck can be found. Use the address of the business, yard or parking area if you have it. On a highway, provide the route, direction of travel and a known exit or mile marker.
Include the entrance the driver used and any gate, access-hours or property-contact information already available. If you are coordinating remotely, say so. A location passed along by someone else may need to be confirmed with the person at the truck.
Do not delay asking for help because a location detail is missing. Tell dispatch what you know and what remains uncertain.
Build a short vehicle report
Have the truck’s identification or unit number ready along with its make and model, if known. Then describe the configuration and condition in plain language:
- Is it a tractor alone, or is a trailer attached?
- Is the trailer empty or carrying a load?
- What happened before the truck stopped?
- What damage or mechanical problems have already been reported?
- Is the truck stuck, off the roadway or involved in a collision?
Separate observations from assumptions. “The driver reports a wheel problem” is more useful than guessing at a repair diagnosis. Explain any unknowns about the trailer or load so they can be discussed before the arrangement is confirmed.
Twisted Towing’s semi truck towing service is assessed around the individual truck and job. A fleet’s usual towing arrangement should not be assumed to fit every breakdown.
Confirm the receiving location
Before settling on a destination, contact the intended repair shop or receiving facility. Confirm that it is expecting the truck and ask for its delivery instructions. Record the address, receiving contact, operating hours and any instructions for an after-hours arrival.
Tell dispatch if the destination is still being decided. If you later change it, update the towing company directly rather than assuming the driver or repair shop has passed along the message.
Also clarify whether you are discussing the tractor, the trailer or both. Keep the service request specific to what needs to happen next.
Review the proposed work and estimate
Ask what the quoted service covers, what information could change the estimate and how any additional work will be handled. Confirm the payment arrangements with the towing company and your fleet contact.
If the truck is stuck or damaged after a collision, describe that first. Winch-out service or accident recovery may need to be considered alongside transport. A standard towing request does not fully describe those circumstances.
Keep this call sheet handy
- Main coordinator and callback number
- Person at the truck and contact number
- Exact pickup location and access information
- Truck, trailer and load details already known
- Reported problem and any recovery concerns
- Proposed destination and receiving contact
- Person authorizing the work
Share the information available without putting anyone at risk to gather more. If there is an immediate emergency, contact emergency services first.
Twisted Towing provides 24/7 heavy-duty wrecker service in Wichita. Call (316) 519-8459 to discuss the truck, its location and the towing arrangement your situation needs.
