The Towing Playbook Forms Library

THE TOWING PLAYBOOK FORMS LIBRARYFree. 16 fillable PDFs. Every form a towing company needs — ready to use today.

Most towing companies learn what forms they need the hard way.

A customer claims damage you did not cause and there is no Vehicle Condition Report to prove it. A private property tow gets disputed and there is no signed authorization. A driver is terminated and the personnel file has nothing in it. A motor club disputes an invoice and the authorization number was never recorded.

Every one of those situations has a form. Every one of those forms is in this library.

Download them. Customize them with your company name. Use them on every call, every shift, every hire.

They are free because the towing industry deserves better resources than it has had access to. And because every operator who downloads these forms and uses them will know exactly where they came from.

What is in the library:

FIELD OPERATIONS

Form 01 — Tow AuthorizationSigned by the customer before hook-up on every call. Includes customer information, vehicle details, service type, drivetrain identification, motor club fields, authorization type checklist, rate disclosure, and dual signatures. The form that protects the driver and the company from the moment the truck arrives on scene.

One missed signature is one lawsuit you did not need.

Form 02 — Vehicle Condition ReportCompleted before touching the vehicle. Every panel documented. Pre-existing damage noted. Photos confirmed. Customer signature. The form that turns a damage dispute from a he-said-she-said into a conversation backed by documented evidence.

Complete it before the vehicle is touched — not after. Timing is everything.

Form 03 — Customer InvoiceA clean, professional invoice issued at time of service. Every line item. Mileage, winching, storage, roadside service. GST/HST field. Payment method. Subtotal, tax, total due. Dual signatures. One page.

Form 04 — Driver Daily Pre-Trip Inspection38 items across six categories — lights, exterior, tires, towing equipment, cab, and mechanical. Defects noted. Supervisor sign-off line. Submitted to the office at end of every shift.

The pre-trip inspection protects the driver, the fleet, and the insurance coverage. It is not optional.

Form 05 — Incident ReportFor any accident, near-miss, injury, damage, or unusual event on shift. Completed same shift. Submitted to management before end of shift. Includes incident type, description, vehicle and location information, witness details, and supervisor sign-off.

Your documentation is your defence. Write it while you can still remember it precisely.

Form 09 — Private Property Seizure AuthorizationSigned by the property owner before hook-up on every private property tow. Property owner information and address, authorization date and time, reason for tow, signage confirmation, vehicle information, fee disclosure, and a five-item driver certification checklist.

Private property towing is one of the highest-risk activities in this industry. This form is not optional and it is not a formality.

Form 16 — Fleet Maintenance Work OrderComplete repair tracking from diagnosis to return to service. Work order number, vehicle information, reported issue, 19-item defect category checklist, safety status with red-bordered remove-from-service decision, repair plan, cost tracking table, completion sign-off, and vehicle file distribution checklist.

Every repair on every company vehicle. Every time.

IMPOUND AND STORAGE

Form 08 — Storage Release AuthorizationEverything that needs to happen before a vehicle leaves the compound. Identity verification, storage summary with fee breakdown table, police release certificate fields, payment confirmation, six-item release checklist, and dual signatures.

No vehicle leaves the compound without this form completed.

DISPATCH

Form 10 — Weekly KPI TrackerRevenue, calls, cost per call, fuel, repairs, accounts receivable, and Google reviews — tracked weekly and trended across six months. Fill it in every Monday morning. Review it every week without exception.

The numbers that tell you whether the business is healthy before the bank account does.

Form 11 — Call Intake SheetAn eight-step paper dispatch backup for when the software goes down. Safety check, priority level, customer information, location, vehicle information, call type triage, rate disclosure, and dispatch confirmation fields.

It will go down. Usually at the worst possible time. Have this ready.

HUMAN RESOURCES

Form 06 — Driver Employment AgreementThe employment agreement built specifically for tow truck drivers. Duties, compensation, hours, vehicle use, conduct standards, and termination. Have it reviewed by an employment lawyer in your province before issuing.

Form 07 — Subcontractor AgreementFor owner-operators and subcontractors working under your brand. Defines the relationship, the expectations, the liability, and the terms. A handshake is not a contract.

Form 12 — Employee Performance Correction NoticeThe formal written warning for the progressive discipline process. Four discipline levels, ten violation categories, four written sections for incident detail, impact, corrective action plan, and compliance review. Previous notices table. Dual signatures with witness line. Distribution checkboxes.

Discipline without documentation is not defensible. This form is what makes it defensible.

Form 13 — Driver Onboarding ChecklistFour phases — pre-hire screening, Day 1 orientation, hands-on field evaluation, and written test and final sign-off. Phase sign-off after each phase. 15-item field evaluation table with Pass, Fail, and N/A columns. Evaluator notes section.

No driver operates solo until every phase is signed off.

Form 15 — General Employment AgreementA customizable thirteen-clause employment agreement for dispatchers, mechanics, yard staff, office staff, and management. Covers position, compensation, hours, policies, confidentiality, outside employment, termination, return of property, and governing law. Have it reviewed by an employment lawyer in your province before issuing.

Form 15 Schedules — Job Descriptions and Employment TermsFive job descriptions — Tow Truck Driver, Dispatcher, Mechanic, Manager and Operations Manager, and General Employee — plus Schedule B for commission and bonus, Schedule C for benefits, Schedule D for non-competition, and Schedule E for additional role-specific terms.

Attach the relevant schedules to Form 15 before issuing.

REFERENCE CARDS

Form 14 — Axle Weight Calculator CardA laminated in-cab reference card for calculating axle loads before a tow. The formula, the calculation steps, provincial weight reference, pass and fail checks, and a fillable emergency contacts section.

Print it. Laminate it. Put one in every truck.

How to use the Forms Library:

All 16 forms are fillable PDFs. Open them on any device and type directly into the fields — or print and complete by hand. Customize the company name, address, phone number, and rates before use.

Forms 06, 07, 15, and the Form 15 Schedules contain employment-related legal language. Have these reviewed by a qualified employment lawyer in your province before issuing to any employee.

Forms 09 and 16 include legal protection language specific to private property towing and vehicle repair. Review these with your operations manager before deploying.

[DOWNLOAD THE FORMS LIBRARY — FREE]

Free for use by any towing operator. Employment agreements and legal documents should be reviewed by a qualified professional before use. Not for resale or redistribution as a standalone product. © The Towing Playbook. thetowingplaybook.com