How to carry out a check-in and check-out condition report for an entrusted vehicle
In short
A reliable vehicle condition report is done on a clean, well-lit car, with photos always taken in the same order, the mileage and fuel level recorded, each damage located and qualified, the keys and accessories listed, then a signature and a PDF copy sent to the owner. At check-out, the same method makes it possible to compare and settle any disagreement on facts.
What a vehicle condition report is for
When an owner entrusts their car to a storage facility, a winter storage garage or a concierge, the condition report is the document that records the condition of the vehicle at a given moment. At check-in, it sets the reference; at check-out, it shows that nothing has changed, or describes precisely what has. Done well, it prevents most disputes. Done badly, or not at all, it leaves both parties without evidence.
A good condition report meets four requirements: it is complete (nothing important is left out), precise (each damage is located and qualified), dated and attributed (it is known who did it and when) and accepted (the owner or their representative has signed it or received a copy).
Setting up the inspection
A condition report is done on a clean vehicle, in good light. Dust, rain or low-angle light hide fine scratches and paint defects. If the car arrives dirty or wet, say so explicitly and, where possible, complete the inspection after washing. Plan a dedicated reception area, with enough room to photograph every side, and a torch to inspect the wheels and sills.
Photos: method and angles
Photos are the most useful part of the condition report in case of disagreement. Always follow the same shooting order so that nothing is missed:
- the four sides (front, rear, left side, right side), then the four three-quarter views;
- the roof or soft top, the windscreen and windows;
- each wheel and each tyre, sidewall visible;
- the interior: seats, dashboard, headlining, carpets;
- the instrument cluster switched on, showing the mileage and the fuel gauge or charge level;
- the boot and the engine bay if the contract provides for it;
- a close-up of each damage found, with a wider view to locate it.
Photos must be time-stamped and attached to the vehicle and to the condition report, not stored loose on an operator’s phone. Avoid filters and excessive digital zoom, which reduce the evidential value of the images.
Mandatory readings
Mileage and fuel
Record the exact mileage and the fuel level (or charge level for an electric vehicle). At check-out, these two values show that the car has not been driven beyond what was planned, for example for a service trip or a delivery.
Damage by zone
For each damage, give the zone (front, rear, sides, roof, glazing, wheels and tyres, interior), the type (scratch, chip, dent, crack, tear, stain) and the severity (minor, moderate, major). A short, factual description is better than a judgement: “5 cm scratch on the right front wing” rather than “small scratch”.
Keys, documents and accessories
List the keys handed over (main key, spare, remote, card, fob), the documents left in the car, and the accessories: spare wheel, jack, charger, owner’s cover, mats, hard top. An accessory not listed at check-in becomes a source of dispute at check-out.
Signature and handing over a copy
Have the condition report signed by the owner or the person dropping off the vehicle, with their name, the date and the time. When the vehicle is dropped off without the owner (transport, delivery driver), have the driver sign and send a copy to the owner immediately, inviting them to report any remarks. Sending a PDF copy by e-mail gives each party the same reference document.
The check-out condition report
When the car is returned, repeat the inspection with the same method and the same angles, then compare with the check-in condition report. New findings must be distinguished from damage already known. Record the mileage and fuel again, check that the keys and accessories are returned, and have the document signed by the person collecting the vehicle.
Handling a disagreement
If a finding is disputed, stay factual. Compare the check-in and check-out photos, check the dates, readings and signatures, and review the history of the vehicle’s tasks and movements during the period. If the damage is attributable to the storage operator, report it to your insurer without delay; if it was already there, the check-in photos are generally enough to show it. Liability rules depend on the contract and the applicable law: if in doubt, ask your insurer or a lawyer for advice.
How long to keep condition reports
Keep condition reports and their photos at least for the whole duration of the contract, then for as long as needed to assert your rights in case of a claim. These documents contain personal data (name, signature, registration plate): their retention period must be defined, documented in your record of processing activities and compliant with the GDPR. Your legal adviser can help you set a period suited to your business and your country.
The steps of a condition report
- Set up the inspection. Clean vehicle, good light, reception area with enough room; note if the car arrives dirty or wet.
- Take photos in a fixed order. Four sides and four three-quarter views, roof and glazing, wheels and tyres, interior, instrument cluster switched on, then each damage in close-up and wide view.
- Record mileage and fuel. Exact mileage and fuel or charge level.
- Describe each damage. Zone, type and severity, with a short, factual description.
- List keys, documents and accessories. Main keys and spares, remotes, cards, documents in the car, spare wheel, charger, cover, hard top.
- Have it signed and send a copy. Signatory’s name, date and time; PDF copy sent to the owner, even if they were not present.
- Repeat the inspection at check-out. Same method, same angles, comparison with check-in, new readings and signature of the person collecting the vehicle.
- Archive for a defined period. Documented retention, GDPR-compliant and suited to the applicable claim period.
Frequently asked questions
How many photos does a car condition report need?
There is no set number. What matters is systematically covering the four sides, the three-quarter views, the roof, the glazing, each wheel, the interior and the instrument cluster, then each damage in close-up and wide view, always in the same order.
Must the condition report be signed by the owner?
Ideally yes, or by the person dropping off or collecting the vehicle, with their name, the date and the time. If the owner is not present, a copy must be sent to them immediately so they can make their remarks.
What if the car arrives dirty or in the rain?
Say so in the condition report, because dirt and water hide small defects, and complete the inspection after washing and drying whenever possible.
How should damage be described so that it is usable?
By giving the zone, the type and the severity, with an approximate size and a close-up photo together with a wider view that locates it on the vehicle.
How can a dispute about damage found at check-out be settled?
By comparing the check-in and check-out photos and readings, the vehicle history and the signatures. If the damage is attributable to the storage operator, it must be reported to their insurer; liability depends on the contract and the applicable law.
How long should a condition report be kept?
At least for the duration of the contract, then for as long as needed to assert one’s rights in case of a claim. The period must be defined and documented in line with the GDPR, ideally with the help of a legal adviser.
How Parkme Prestige handles it
In Parkme Prestige, check-in and check-out condition reports are done from the operator’s phone or tablet: mileage, fuel or charge level, damage by zone and severity, photos attached to the report, remarks and the client’s signature with their name and the time.
The report is generated as a PDF and e-mailed automatically to the owner. The check-out condition report is linked to the vehicle’s exit request, which keeps the photos, readings and vehicle history in a single file.
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