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The site transportation manager (or designee) is responsible for documenting any damage to a lease trailer using PS Form 5201, Mail Van or Trailer Inspection, regardless of the anticipated cost of repairs. At the time the damage occurs or is discovered, the site transportation manager must complete Section A of PS Form 5201 and the left side (G-1) of Section B. On the PS Form 5201, the manager must do the following:
- Identify the nature and extent of the damage, the trailer (by trailer number), the contract number, the date the damage was incurred or discovered, and a description of the location where the damage occurred, if known.
- Delineate between damage caused by a single incident from other pre-existing damage.
- Indicate whether the damage was caused by wear and tear or negligence; if negligence was the cause, indicate whether the party at fault was a Postal Service employee, a driver of a Highway Contract Route (HCR), an employee of the Lease Trailer Services supplier, or a third party.
Once the left side of Section B is complete, the manager should sign and date the left side of Section C, obtain the signature of a representative of the Lease Trailer Services supplier on the left side of Section C, and retain the form. The site transportation manager must also provide a copy of the completed PS Form 5201 to the supplier. The site transportation manager (or designee) must complete the Out of Service (OOS) log if the trailer cannot be used. Provide the OOS log to the Area trailer coordinator and to the Contracting Officer Representative (COR) so that the Postal Service will not be charged rental fees if the trailer cannot be used due to required repairs.
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