Quick Summary:
- Photograph damage close up and wide, including garage signage and timestamp.
- Get a written incident report, with exact time, bay number, and description.
- Record staff names, job titles, and contact numbers, plus any witness details.
- Notify your car hire company immediately, before moving the vehicle.
Parking garages in New York are busy, tightly spaced, and often run by attendants. If your car hire is scratched, dented, or worse while it is in a garage’s care, the difference between an easy resolution and a stressful dispute is the evidence you gather before you drive away. Once you leave the garage, it becomes harder to prove where, when, and how the damage happened.
This step-by-step checklist focuses on what to collect on the spot, photos, written documents, staff details, and how to notify the hire company so your claim is protected.
1) Make the scene safe and freeze the facts
Before you start gathering evidence, take a minute to keep everyone safe and avoid accidentally undermining your own case.
Do not rush out. If it is safe, stay in the garage and keep the car where you first noticed the damage. Moving to another level or exiting can make it easier for the operator to argue the damage occurred elsewhere.
Check for anyone injured. If there is any injury, call emergency services. Safety and medical needs come first, and you can continue documenting once help is arranged.
Do not accept blame or speculate. Stick to observable facts: what you saw, where the vehicle was parked, and what damage is present.
Note the time immediately. Write the time you discovered the damage, the time you last saw the car undamaged, and how long it was parked. Your phone’s notes app is fine, but take a screenshot afterwards so it is clearly time-stamped.
2) Photo checklist, what to capture before leaving
Photos are the backbone of a parking garage damage claim. Aim for a complete set that proves identity, location, and the damage itself, plus context that explains how it could have happened.
A. Prove you are in that specific garage
- Take a wide shot of the garage entrance showing the name and address.
- Photograph any posted company name, logo, and rate board.
- Capture level markers, bay number, pillar labels, and directional signs.
- Take a photo of your parking ticket, receipt, or QR code.
B. Prove it is your hire vehicle
- Photograph the number plate and the full vehicle from each corner.
- Take a clear picture of the VIN plate if accessible.
- Photograph the dashboard showing mileage and fuel level if visible.
C. Document the damage in detail
- Take close-ups from multiple angles, with good lighting and focus.
- Include a wide shot showing the damage location on the vehicle.
- Photograph any transferred paint, scuffs, broken glass, or torn trim.
- If safe, take a short video slowly panning the damaged area.
D. Capture what caused it, if possible
If the garage equipment may have caused damage, photograph it.
- Scrapes on pillars, rails, ramps, or lift platforms near your bay.
- Any protruding bolts, broken barriers, or sharp edges.
- Wheel guides, kerbs, or metal plates that contact bumpers.
E. Use time and backup
Your photos may already contain metadata, but do not rely on it. Take a photo that includes your phone lock screen showing the time, then the car in the same frame. Also, immediately back up the images to cloud storage or email them to yourself, so they are preserved even if your phone is lost or damaged.
3) Written incident report, what it must include
Ask the garage operator for a written incident report before you leave. Some garages have a formal form, others will write a brief statement. Either can work if it includes the essentials.
Your incident report should include:
- Date and exact time the damage was discovered.
- Garage name, address, and phone number.
- Your entry time and exit time, plus ticket number.
- Where the car was parked, level, bay, or section marker.
- Vehicle details, make, model, colour, number plate.
- Brief, factual description of damage and where it is located.
- How the vehicle was handled, self-park or valet/attendant.
- Name and signature of the staff member writing the report.
Tip: If they refuse a full report, ask them to sign and stamp a simple written statement acknowledging you reported damage at that time and place. Photograph the statement. If they refuse to sign anything, write your own note including the details above, then photograph it next to your parking ticket and a garage sign for context.
4) Staff details and witnesses, what to record
In New York, garages can change shifts frequently. The staff member you speak to may not be there later, so capture identification details now.
For staff members, record:
- Full name and job title.
- Employer company name, if different from the garage branding.
- Direct phone number or extension, if they will provide it.
- Manager on duty name and contact details.
- Any employee ID number shown on a badge.
For witnesses, collect:
- Name and mobile number.
- Short statement of what they saw, in their own words.
- Where they were standing, and the approximate time observed.
Be polite and quick. A 20 second voice note (with permission) can be useful, but a written text message from a witness, sent to you while you are still onsite, often carries clear time and date stamps.
5) Ask about CCTV footage immediately
Many garages have cameras, but footage can be overwritten quickly. Ask to have the relevant time period preserved. Be specific: the entry lane, your parking level, and the exit lane, covering the period from your drop-off or park time to when you discovered damage.
What to request onsite:
- The camera locations covering your bay or route.
- The time range to be saved, with a buffer either side.
- The process for obtaining a copy, and any reference number.
- Name and contact details of the person responsible for CCTV.
If they will not provide footage to you directly, ask them to confirm in writing that footage exists and will be retained for the incident. Photograph that confirmation or note the refusal in your own written record.
6) Keep every document connected to the parking event
Small scraps of paper can become critical corroboration later.
- Parking ticket, payment receipt, and any validation slip.
- Valet claim tag, if the vehicle was handed over to an attendant.
- Any email or app receipt showing times and location.
- Photos of posted terms and conditions, especially liability wording.
Keep originals flat and dry. Take photos of both sides of tickets and receipts, as fading thermal paper is common.
7) Notify your car hire company properly, and fast
After documenting the damage and speaking to the garage, notify your car hire provider straight away. Many rental agreements require prompt reporting, and early notice helps them guide you on repairs, replacement vehicles, and claims steps.
When you call, have ready: your rental agreement number, vehicle registration, location of the garage in New York, and a short factual summary. Ask where to send photos and documents, and what they want you to do next, especially if the car is not drivable.
What to say, keep it simple: “I discovered new damage after parking at this garage. I have photos of the car, the location, the ticket, and staff details. I have requested an incident report and CCTV preservation.”
If you arranged your car hire through Hola Car Rentals for an airport pickup, you can keep your booking information handy for quick reference, for example details related to New York JFK car rental or Newark Airport car rental. If you used a UK-facing page, it can also help to have the relevant confirmation available such as car hire at Newark EWR.
Follow up in writing. After the call, send an email or in-app message repeating the facts and attaching key photos. Written follow-up creates a timeline and reduces misunderstanding.
8) Avoid common mistakes that weaken a claim
These are the errors that most often cause disputes between drivers, garages, and car hire providers.
- Leaving without any photos showing the garage identity and signage.
- Only taking close-ups, without wide shots proving location.
- Discarding tickets or receipts that confirm entry and exit times.
- Waiting until the next day to inform the rental provider.
- Letting the garage “handle it later” with no written record.
Also, do not attempt repairs yourself before the rental provider has advised. Even cleaning the area aggressively can remove evidence such as paint transfer.
9) If the damage affects drivability
If there is a safety issue, such as a flat tyre, leaking fluid, broken lights, or a door that will not close, do not drive out simply to “get going”. Document first, then contact the rental company for instructions. They may direct you to a specific repair partner or arrange roadside assistance, depending on your agreement and cover.
If the garage insists you move the vehicle for safety or traffic flow, take a fast set of wide photos and a short video first, then move only as directed. Note who instructed you to move and why.
10) A practical evidence pack, what you should leave with
Before exiting the garage, aim to have a complete “evidence pack” saved on your phone and backed up. It should include:
- 20 to 40 photos: garage exterior, signage, bay markers, vehicle all angles, close-ups.
- Parking ticket and payment receipt photos, both sides where relevant.
- Written incident report or your written account, photographed clearly.
- Names and contacts for staff, manager on duty, and any witnesses.
- Notes on CCTV request and any reference number or refusal.
This pack makes it far easier for a car hire provider to assess what happened and advise next steps.
If your trip involves a specific provider page through Hola Car Rentals, keep that page and your booking confirmation accessible, such as Hertz car hire at New York JFK. It can help you quickly locate supplier contact details and rental terms relevant to your agreement.
FAQ
Do I need to call the police for garage damage in New York? If there is injury, a suspected crime, or a major collision, contact the police. For minor scrapes, a garage incident report and immediate rental notification are usually more relevant, but follow your rental terms.
What if the garage staff deny responsibility or refuse a report? Stay calm, continue taking photos, and write your own factual account with time, place, and staff names. Ask for a manager, request CCTV preservation, and notify your car hire company with the evidence you have.
Should I pay the garage to “fix it” privately? Avoid private arrangements on the spot. Unauthorised repairs or cash settlements can complicate liability and contradict your rental agreement. Report the damage to the hire company first and follow their process.
Is a parking ticket really important evidence? Yes. It supports the timeline and proves the vehicle was under the garage’s control. Photograph it immediately and keep the original, as thermal ink fades.
What if I only notice the damage after I have left the garage? Take photos immediately where you are, then return to the garage if practical to photograph signage and request CCTV preservation. Notify your car hire company straight away and explain when you last saw the car undamaged.
