“That scratch was already there.” Whoever has said it knows why a vehicle condition report template matters. Recording a vehicle’s condition, with notes, a diagram and signatures, protects everyone when a car, van or truck changes hands.
Below are 12 free vehicle condition report templates and examples, including a maintenance and condition report, a driver’s daily inspection report and a vehicle damage report form.
When to Fill One Out
- Picking up or returning a rental or lease vehicle
- Daily pre-trip checks for fleet and commercial drivers
- Buying or selling a used car
- Sending a vehicle in for repairs or bodywork
- After an accident or when damage is discovered
Vehicle Condition Report Templates
A Quick Walk-Around Checklist
Outside: body panels, bumpers, glass, mirrors, lights, tires and tread, wheels.
Inside: seats, dashboard warning lights, odometer reading, fuel level, seat belts, horn, wipers.
Under the hood and documents: fluid levels, battery, spare tire, registration and insurance papers.
Mark any damage on the car diagram, take dated photos from all four sides, and have both parties sign the report.
Fleet managers can log daily activity with a daily work report and record when a vehicle is passed to a new driver with a handover report. Selling a car? You’ll need a car purchase agreement, and for repair jobs a service request form keeps the paperwork straight.
Frequently Asked Questions
Who should sign a vehicle condition report?
Both the person handing over the vehicle and the person receiving it, such as the rental agent and the customer.
Are photos enough without a report?
Photos help a lot, but a signed report with notes and a diagram is clearer and harder to dispute.
How often should fleet vehicles be inspected?
Many fleets require a quick pre-trip check every day plus a detailed inspection on a regular schedule. Rules for commercial vehicles vary by location.
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