First check whether a spare is available
Contact the rental company, fleet manager or owner and describe the incident. Ask whether another key is available, whether it can be brought to the vehicle and who will coordinate. If a working key is inside the locked car, unlocking alone may be the request.
If you have the key but it does not respond, describe a fault rather than a loss. This avoids arranging an all-keys-lost service before checking the situation.
Who authorizes service and what information is needed?
Agree who may order the work and what needs to be presented during the check. Tell the provider that you do not own the vehicle. Driver details alone may not be sufficient for every enquiry.
Reporting requirements, costs and reimbursement depend on the company and relevant agreement. There is no single policy shared by all rental companies and workplaces. Clarify the arrangements with the responsible organization.
Separate making a new key from addressing the loss
Tell both the responsible person and provider if a key was lost or stolen. Discuss restoring vehicle use and any actions concerning the missing key, according to the responsible party decision and the vehicle system.
If the company retains another key, establish whether it must be available during the work. Give both the number of known keys and the number physically available.
Arrange service where the car is parked
Provide an address or landmark, garage access details and the person who will be with the car. If the company has already booked help, coordinate before making a second booking to avoid duplicate visits.
Mobile service is arranged for the vehicle, location and feasibility of the work. Do not assume that every vehicle and situation can be completed at the parking location.
Return the service information to the responsible person
Keep the work description, provider contact details and number of supplied keys. Share them with the vehicle manager as agreed. Check the specified functions before returning the vehicle to use.
If the original key is later found, report it and ask about its functions after the completed work. Do not retain it as an unverified backup without understanding the effect of the work.