Vehicle Inspection Sheet Template

The Vehicle Inspection Sheet is a critical document used to assess the condition of a vehicle before and after transport. This form captures essential details about the vehicle, including its make, model, and any existing damage. Properly completing this form ensures accountability and helps protect both the customer and the transporter during the vehicle's journey.

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Table of Contents

The Vehicle Inspection Sheet form serves as a crucial document in the process of transporting vehicles, ensuring that all parties involved have a clear understanding of the vehicle's condition before and after transport. This form includes essential details such as the broker's contact information, the order number, and specific sections for consignor and consignee information. It outlines the origin and destination of the vehicle, as well as the year, make, model, color, and mileage. Additionally, the form provides a checklist for assessing the vehicle's exterior and interior condition, utilizing various codes to describe any damage or imperfections. Important notes regarding the responsibilities of the transporter and the customer are included, emphasizing the need for proper vehicle preparation prior to transport. The form also contains sections for signatures, indicating acknowledgment of the vehicle's condition and acceptance of the terms and conditions outlined. Overall, the Vehicle Inspection Sheet is designed to protect both the customer and the transporter by documenting the state of the vehicle and establishing liability parameters during the transportation process.

Vehicle Inspection Sheet Sample

Broker MC - 323571

5100 Charles Court

Zionsville, IN 46077

Phone: (800) 548-4020

Fax: (317) 299-3099

Vehicle Inspection Report

Carrier _______________________________________________

Order # _______________________________________________

Customer hereby requests the Broker to make arrangements for the transport of the following described vehicle from Origin to Destination with carrier selected by Broker and subject to the terms and conditions

contained herein, including those on the back of this form, or if faxed, those terms & conditions faxed herewith.


			ORIGIN			DESTINATION
	Consignor	___________________________________________________		Consignee	___________________________________________________
	Address	___________________________________________________		Address	___________________________________________________
	City	___________________________________________________		City	___________________________________________________
	State/Zip	___________________________________________________		State/Zip	___________________________________________________
	Home Phone # ___________________________________________________			Home Phone # ___________________________________________________
	Work Phone #	___________________________________________________		Work Phone #	___________________________________________________
	Cell Phone #	___________________________________________________		Cell Phone #	___________________________________________________


Year		Make	Model	Color		MILEAGE
Interior Condition			VIN Number			Plate #

Top of Vehicle

B - Bent	G - Gouged	BR - Broken	C - Cut	CR - Cracked	D - Dented	F - Faded
FF - Foreign Fluid	RU - Rust	L - Loose	M - Missing	P - Pitted	PC - Paint Chip	R - Rubbed
		S - Scratched	SL - Soiled	ST - Stained	SW - Swirl Marks	T - Torn

During transport vehicles and vehicle equipment may cease to operate properly through no fault of the transporter. The Transporter will be responsible for damage directly caused by the driver.

The Transporter WILL NOT be responsible for damage NOT caused by the driver.

ORIGIN NOTES

DESTINATION NOTES

I agree with the Driver’s assessment of the condition of this vehicle. I have read and understand the terms			The Customer/consignee hereby acknowledges and represents that he or she has received this vehicle in
and conditions above and on the reverse side of this form. I agree to be bound by all of these terms and			the same condition as it had previously been delivered to the Transporter except as noted above, and
	conditions. This vehicle is free of contents.		hereby releases the Broker and Transporter from any claims for damage to the vehicle.

Customer’s Signature	Date	Terminal Signature	Date	Customer’s Signature	Date

Driver’s Signature	Date	Driver’s Signature	Date	Driver’s Signature	Date

WHITE-Customer Copy | YELLOW-Loading | PINK-Transfer | GREEN-Delivery | BLUE-Delivery Receipt

Reindeer Auto Relocation (Reindeer) General Terms & Conditions

1.Customer represents that he or she is the owner or the agent for the owner of the vehicle to be transported and by his or her signature on the other side hereof, hereby authorizes Reindeer to act as the “Broker” (as that term is defined under the Interstate Commerce Act) for arranging for the transportation of the vehicle from origin to destination as the shipper under a contract with the transporter. You will be known as the consignor and/or consignee. Customer authorizes Reindeer to enter into any contract or bill of lading with a Transporter for the purpose of providing the services requested by the customer, subject to the terms and conditions herein.

2.Customer understands and agrees that the broker is acting on behalf of the customer and that any transporter providing service requested of the broker shall be solely liable for any and all damages to the vehicle subject to the terms herein. Customer therefore agrees that upon Reindeer obtaining the transporter to provide such services, customer releases Reindeer from any further obligation herein and shall hold it harmless and blameless from any and all claims from damages.

3.Owner/customer is obligated to ensure that the vehicle being transported has been serviced properly and completely in anticipation of the elements involved in the transportation, that it is roadworthy, that it is filled with antifreeze and other necessary fluids, and that it is equipped with properly inflated tires. Customer shall be liable for any special charges incurred by transporter for loading, unloading, or storing the vehicle until delivery caused by any failure of owner/customer to comply with its obligations herein or for otherwise not having the vehicle prepared for transport.

4.Signing the transporter’s bill of lading/inspection report and/or the other side of this receipt at destination without noting any damage shall be evidence of satisfactory delivery of the vehicle free of any damage. Inspect your vehicle front and back, top to bottom, before signing your name when receiving your vehicle. Any undocumented but well substantiated damage must be reported to our office within 24 hours (1 business day) from the day of delivery.

5.Reindeer, as a broker, is not liable for damages caused by or occurring during the possession of the vehicle by the transporter. Broker shall arrange for the transporter to be liable for any damages occurring to the vehicle while in its possession subject to the specific exceptions noted below. *If damages occur during transport for which the transporter is liable, Reindeer will assist you in processing your claim against the transporter provided that you advise Reindeer within 24 hours of delivery of your vehicle at destination. Notwithstanding the foregoing at Reindeer’s sole discretion, Reindeer may settle any claim with the customer subject to the customer transferring all rights and title to any claims, which it might have, to Reindeer and granting Reindeer the sole right of subrogation against the transporter and/or other party causing said damages.

6.As a condition of recovery, any claim must be made to the transported with a copy to Reindeer Auto Relocation within nine (9) months after either the day you accept the delivery or if the vehicle is not delivered for any reason, then from the delivery date which had been scheduled. No Lawsuit may be brought after two years and one day from the date when notice is given in writing to the customer that the claim or any part of it has been disallowed.

*TRANSPORTER WILL NOT BE LIABLE FOR ANY OF THE FOLLOWING:

A. External damage to your vehicle caused by leaking fluids, either from your vehicle or any other vehicle on the transporter including but not limited to the cooling system, transmission fluid, battery acid or oil or for any industrial fall out.

B. Antennas that do not retract to less than three (3) inches above the hood or fender of the vehicle being transported or any accessories attached to the outside of the vehicle, such as but not limited to spoilers, luggage racks, etc.

C. Loss, theft, or damage to any items left in the vehicle. Since the interior of the vehicle is not inspected by the carrier, the carrier is not responsible for reported interior damage.

D. Any mechanical damage including but not limited to GPS systems, tape players, CD players, DVD players, radio or other sound or video reproducing, transmitting, or receiving equipment.

E. Mechanical functions involving and including but not limited to the engine, electrical system, exhaust assembly, alignment, suspension, brakes, transmission, frame, tires or tuning of vehicle being transported.

F. Damage which is undetectable due to vehicle’s dirty condition at the time of pickup.

G. Damage caused by road pebbles or other road objects such as but not limited to glass damage or paint chips.

H. Prior normal wear and road use such as but not limited to small scratches, paint chips, scuffs, abrasions, and parking or curb barrier damage. This also includes the under body of the vehicle.

▼ Vehicle Inspection Sheet PDF Form

Document Attributes

Fact Name	Details
Broker Information	The form includes the broker's name, Reindeer Auto Relocation, and their contact information, including phone and fax numbers.
Vehicle Condition Assessment	The form requires a detailed inspection of the vehicle, noting any damages or conditions before transport.
Customer Acknowledgment	Customers must sign the form, acknowledging they have read and understood the terms and conditions regarding the transport of their vehicle.
Governing Laws	This form is governed by the Interstate Commerce Act and relevant state laws, which may vary by state.

Vehicle Inspection Sheet: Usage Instruction

Completing the Vehicle Inspection Sheet form is an essential step in ensuring a smooth transport process for your vehicle. This form captures vital information about the vehicle's condition and the details of the transport arrangement. By filling it out accurately, you help protect yourself and the transporter from potential disputes regarding the vehicle's state before and after transport.

Begin by entering the Broker MC number, which is 323571, in the designated area.
Fill in the Broker's address: 5100 Charles Court, Zionsville, IN 46077.
Provide the Broker's phone number: (800) 548-4020, and the fax number: (317) 299-3099.
In the section labeled Carrier, write the name of the carrier transporting your vehicle.
Next, enter the Order number assigned to your transport request.
Fill in the Origin and Destination fields with the respective addresses.
Identify the Consignor and Consignee by providing their names and addresses.
Complete the City, State/Zip, and Phone numbers for both the Consignor and Consignee.
Provide the vehicle's Year, Make, Model, and Color.
Fill in the Mileage and VIN Number of the vehicle.
Enter the Plate number for the vehicle.
Assess the condition of the vehicle's exterior by marking any applicable issues using the provided codes (e.g., B for Bent, D for Dented, etc.).
In the Origin Notes and Destination Notes sections, add any specific observations or concerns about the vehicle.
Both the Customer and the Driver must sign and date the form in the designated areas.
Make sure to keep the WHITE copy for the Customer, and distribute the other copies as indicated (Yellow for Loading, Pink for Transfer, Green for Delivery, Blue for Delivery Receipt).

Frequently Asked Questions

What is the purpose of the Vehicle Inspection Sheet form?

The Vehicle Inspection Sheet form serves as a record of the vehicle's condition before and after transport. It allows both the customer and the transporter to document any existing damage or issues with the vehicle. By signing this form, customers acknowledge the state of their vehicle at the time of pickup, which helps prevent disputes regarding damages that may arise during transport.
How should I fill out the Vehicle Inspection Sheet?

Filling out the Vehicle Inspection Sheet requires attention to detail. Start by providing accurate information about the vehicle, including the year, make, model, color, and VIN number. Next, assess the vehicle's condition thoroughly. Use the provided codes to indicate any damage or issues, such as dents, scratches, or rust. Be sure to note any special circumstances or additional comments in the designated sections. Both the customer and driver should sign the form to confirm agreement on the vehicle's condition.
What happens if I notice damage after signing the inspection report?

If you discover damage after signing the inspection report, it’s important to act quickly. You must report any undocumented damage to the office within 24 hours of delivery. This prompt notification helps ensure that your claim can be processed efficiently. Remember, the transporter is only liable for damages caused while the vehicle is in their possession, so timely reporting is crucial for addressing any issues.
What are the responsibilities of the customer regarding vehicle preparation?

Customers have several responsibilities to ensure their vehicle is ready for transport. It is essential to verify that the vehicle is roadworthy and has been serviced appropriately. This includes checking that fluids, such as antifreeze, are at the correct levels and that tires are properly inflated. If the vehicle is not adequately prepared, the customer may incur additional charges for loading, unloading, or storage. By fulfilling these obligations, customers can help facilitate a smooth transport process.

Common mistakes

Completing the Vehicle Inspection Sheet form accurately is crucial for ensuring a smooth transportation process. However, many individuals make common mistakes that can lead to complications. One frequent error is failing to provide complete contact information. Omitting a phone number or address can hinder communication between the broker, transporter, and customer.

Another mistake often seen is neglecting to fill in the vehicle details thoroughly. This includes not providing the VIN number, make, model, or year of the vehicle. Incomplete information may cause delays in processing or misidentification of the vehicle during transport.

Individuals sometimes overlook the importance of accurately assessing the vehicle's condition. Selecting multiple damage indicators or failing to note existing damage can lead to disputes later on. It is essential to inspect the vehicle thoroughly and document any issues clearly.

Additionally, some customers may forget to sign the form or fail to provide the date of their signature. This oversight can render the document invalid, complicating the transport process. Proper signatures from both the customer and the driver are necessary for accountability.

Another common error is not reading the terms and conditions outlined on the form. Customers may agree to terms without fully understanding their implications, leading to potential misunderstandings regarding liability and responsibilities during transport.

Failing to note any special instructions or additional notes regarding the vehicle can also create issues. Specific requests or concerns should be clearly documented in the designated notes sections to ensure they are addressed during the transport process.

Some individuals may also forget to check the delivery notes section. This area is crucial for documenting any discrepancies or damages that may occur during transport. Not utilizing this section can lead to difficulties in filing claims if issues arise.

Lastly, not reporting any undocumented damage within the specified timeframe can result in the loss of the right to claim for damages. Customers must be vigilant and proactive in notifying the broker of any concerns within 24 hours of delivery.

Documents used along the form

When transporting a vehicle, several forms and documents accompany the Vehicle Inspection Sheet to ensure a smooth process and protect all parties involved. Each document serves a specific purpose in the transportation of the vehicle, providing necessary information and outlining responsibilities. Below are some common forms that are typically used alongside the Vehicle Inspection Sheet.

Bill of Lading: This document serves as a contract between the shipper and the transporter. It outlines the details of the vehicle being transported, including its condition and any special instructions. The bill of lading is crucial for establishing liability and is often signed upon pickup and delivery.
Transporter’s Inspection Report: This report is completed by the transporter before and after the vehicle is loaded. It documents the condition of the vehicle at both ends of the transport process. Any pre-existing damages or issues are noted here to avoid disputes later on.
Power of Attorney: In some cases, the vehicle owner may grant power of attorney to the broker or transporter. This document allows them to act on the owner's behalf for specific tasks related to the transport, such as signing necessary documents or handling claims.
Customer Authorization Form: This form confirms that the customer authorizes the broker to arrange transportation for the vehicle. It typically includes the customer's acknowledgment of the terms and conditions and their responsibility for ensuring the vehicle is ready for transport.

Understanding these documents is essential for a successful vehicle transport experience. Each form plays a vital role in ensuring that all parties are informed and protected throughout the process. By being aware of these documents, customers can better navigate the complexities of vehicle transportation.

Similar forms

Bill of Lading: This document serves as a contract between the shipper and the transporter. Similar to the Vehicle Inspection Sheet, it outlines the details of the vehicle being transported, including its condition and any special instructions. Both documents require signatures from the customer and the transporter, indicating agreement on the vehicle's status and terms of transport.
Vehicle Condition Report: Like the Vehicle Inspection Sheet, this report provides a detailed account of the vehicle's condition before transport. It includes notes on any existing damages and overall assessment. Both documents aim to protect the interests of both the customer and the transporter by documenting the vehicle's state at the time of pickup.
Transport Agreement: This document outlines the terms under which the vehicle will be transported. Similar to the Vehicle Inspection Sheet, it specifies responsibilities and liabilities of both parties. Both documents ensure that all parties understand their obligations and rights concerning the vehicle during transit.
Delivery Receipt: Upon receiving the vehicle, the Delivery Receipt confirms that the customer has accepted the vehicle in the condition noted in the previous documents. Like the Vehicle Inspection Sheet, it requires signatures to validate that both parties agree on the vehicle's condition at the time of delivery, thus preventing disputes over damages that may arise later.

Dos and Don'ts

When filling out the Vehicle Inspection Sheet form, it's important to follow some best practices to ensure accuracy and clarity. Here’s a list of things you should and shouldn’t do:

Do double-check all vehicle details before submission, including the VIN number and license plate.
Do clearly note any pre-existing damage on the form to avoid disputes later.
Do ensure that all contact information is accurate and complete.
Do read the terms and conditions carefully to understand your rights and responsibilities.
Don't leave any sections blank; fill out every part of the form as required.
Don't sign the form without thoroughly inspecting the vehicle for any damage.

Following these guidelines can help prevent misunderstandings and protect your interests during the vehicle transport process.

Misconceptions

Many people have misunderstandings about the Vehicle Inspection Sheet form. Here are some common misconceptions:

The form guarantees that the vehicle will arrive without any damage. This is not true. While the form is meant to document the vehicle's condition, it cannot guarantee that no damage will occur during transport.
Signing the form means you accept full responsibility for any damage. Not quite. By signing, you acknowledge the vehicle's condition but also release the broker and transporter from certain claims, depending on the circumstances.
The transporter is responsible for all types of damage. This is misleading. The transporter is only liable for damage caused directly by their actions, not for issues that arise from other factors.
You don’t need to inspect the vehicle before signing. This is a mistake. It's crucial to inspect the vehicle thoroughly before signing to ensure any existing damage is documented.
The Vehicle Inspection Sheet is only for the broker's use. This is incorrect. The sheet serves as a record for both the customer and the transporter, ensuring everyone is aware of the vehicle's condition.
You can file a claim anytime after delivery. This is false. Claims must be reported within a specific timeframe, usually within 24 hours of delivery, to be considered valid.
The form protects your belongings inside the vehicle. This is a misconception. The transporter is not responsible for any items left inside the vehicle during transport.

Understanding these points can help you navigate the process of vehicle transport more effectively. Always read the form carefully and ask questions if something is unclear.

Key takeaways

Filling out the Vehicle Inspection Sheet form is a crucial step in ensuring a smooth vehicle transport process. Here are some key takeaways to keep in mind:

Accurate Information is Essential: Fill in all required fields completely and accurately. This includes details about the vehicle, consignor, and consignee. Incomplete information can lead to delays or issues during transport.
Document Vehicle Condition: Before signing, inspect the vehicle thoroughly. Note any existing damage using the provided codes. This documentation protects both the customer and the transporter by clearly stating the vehicle's condition before transport.
Understand Your Responsibilities: As the customer, you are responsible for ensuring the vehicle is roadworthy and properly serviced. This includes checking fluid levels and tire pressure. Neglecting these responsibilities may result in additional charges.
Timely Reporting of Issues: If you notice any undocumented damage upon delivery, report it to the broker within 24 hours. This prompt action is vital for processing any claims effectively.
Familiarize Yourself with Terms: Read the terms and conditions carefully. Understanding your rights and obligations can prevent misunderstandings and ensure you are aware of any limitations regarding liability for damages.

By keeping these takeaways in mind, you can help ensure a more efficient and trouble-free vehicle transport experience.