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Installers and service providers · Free Word template

Post-installation letter: keep your device online

A short letter the installer hands to the customer with the installation certificate. It says what keeps a tracking device online and what to tell you first.

Get the English file (.docx)Arabic version
Free: enter your name and email and we send you the file. Works in Word, Google Docs and LibreOffice Writer.
  • 2-page letter and a cab card
  • Legal-review note inside
  • Sender notes included
Needs legal review before use

Rules about tracking devices, tampering and warranty differ by country and by contract. Ask your legal adviser to review the letter. It does not say that any law is met. It sets no warranty terms and promises no response times.

What the letter asks

Keep doing, tell first, never

Nine situations a customer meets, sorted into three answers the driver can remember.

  • Keep doing
  • Tell the installer first
  • Never
SituationCustomer doesWhy it matters
Keep the battery and the device connectedKeep doingThe device records only while it has power and a connection.
Driver ID tag at the start of every tripKeep doingEach trip is tied to the right driver.
Battery replacement or electrical repairTell firstThe installer can check the device afterwards.
Bodywork or painting near the deviceTell firstThe device or its cables may be moved or covered.
Plate, registration or chassis changeTell firstThe vehicle record must match the device record.
Sale, long rental or move to another countryTell firstThe device and its SIM may need to be moved or closed.
Opening, moving or covering the deviceNeverSeals and records show it.
A switch, cut-off or bypass on the device wiringNeverIt stops the data.
A signal blocker in the vehicleNeverIt stops position updates.
What's inside

Four pages you can hand out or file

Keep the whole file, or send only the pages you need.

  1. 01

    The letter

    Seven short sections: power, leave it alone, driver ID, changes, warranty, your country, contact.

  2. 02

    Acknowledgement

    A signature block so you can show the customer received it.

  3. 03

    Cab card

    Five rules for the driver, on one page to print and fix in the cab.

  4. 04

    Sender notes

    How to fill the brackets and what to leave out. Delete before sending.

Why does a letter help?

Many "device offline" cases are not faults. A battery was changed, a cable was moved during bodywork, a switch was fitted, or a SIM plan ran out. A written note, signed on the day of installation, lets you point to what was agreed and lets the customer brief the drivers.

What to ask the customer

  • Keep the battery and the device connected.
  • Tell you before battery or electrical work and before bodywork.
  • Leave the device, antenna, cameras, cables and seals alone.
  • Tell you when the plate, the chassis or the owner of the vehicle changes.
  • Use the driver ID tag on every trip, if a reader is fitted.

The letter also names who looks after the SIM and its data plan. Choose one: you or the customer.

The two optional paragraphs

Section 5 points to your own warranty policy. List only the exclusions that policy names. The file adds no terms of its own.

Section 6 can name the regulator in your country and the rule, with a link to the official text. Write the name and the reference only. Never write that a device or an installer is approved unless you hold the written approval.

How to hand it over

Give it with the installation certificate, explain the three answers (keep doing, tell first, never), ask the customer to sign the slip and keep a copy. Send the English and Arabic files together if the drivers read either.

Limits of this template

It is a reminder, not a contract clause. It sets no fines, no warranty terms and no response times. Your contract and your legal adviser decide what binds the customer.

Related Tracom solution

A device that stays online is a device you can trust

Tracom designs the device to keep recording. The letter protects the connection around it: power, cables and SIM.

  • No internet? No problem. The device decides on its own when the network drops.
  • Tamper-proof security. Seals and records that show if a device was opened.
  • Real-time SMS adjustments. Change settings by message when a SIM or server changes.
  • SCMS portal. See which devices are offline and call the customer.
Questions

Post-installation letter questions, answered

Need a version with your own company details? Talk to Tracom.

Who signs the letter?

The installer or service provider sends it. The customer signs the acknowledgement slip to show that they received it.

Does it work for devices from other makers?

Yes. Change the device name in the text. The rules about power, cables, SIM and changes apply to any tracker.

Can I list fines for tampering?

Only if your contract or the official text of a rule says so. Quote the source. The template lists none.

Do I have to keep the regulator paragraph?

No. It is optional. Keep it only if you can name the rule and link to the official text.

Can I translate it into another language?

Yes. It is an editable Word file. Have a native speaker and your legal adviser check the translation.

What is Tracom's role here?

Tracom makes the devices. The letter is a neutral template for installers and service providers. It does not replace a contract or a legal review.

Next step

Help your customers keep every device online

Tell us how you install and support. We will show you what Tracom can share with installers.

Contact Us Get the template
Related tools and templates

Keep going after the install

Get the report

Enter your details and we will email you the file.

Use your real name so the file arrives addressed to you. Don't worry, we won't flood you with emails or calls.

Tracom uses your details to send what you requested and may contact you about it. See our privacy notice for your rights and how to delete your data.

Tracom is an advanced GPS tracking device designed to enhance fleet visibility, safety, and efficiency through real-time data, intelligent alerts, and remote monitoring.

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