Wash the vehicle first
Existing scratches, chips and paint flaws are only documentable if they're visible. A dirty vehicle hides damage that the driver can't capture on the inspection form.
Walk the vehicle with the driver
Don't sign a pre-completed form. Walk every panel with the driver and confirm the notations match what you see.
Photograph everything
Take wide shots of every side, then close-ups of any existing damage. Capture the odometer, the dashboard warning lights and the interior.
Note interior condition
Driver should also document interior condition where reasonable — seats, dashboard, headliner.
Note mechanical items
If a tire is low, a mirror is loose or a parking brake is sticky, mention it now.
Keep your signed copy
Never hand the only copy of the bill of lading to the driver. You need a signed copy on hand at delivery to compare against.
At delivery
Walk the vehicle again with the driver. Compare condition to the original inspection. Note any new damage in writing on the delivery copy before signing.
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