Vehicle Condition Reports: What's Import to Know

The Importance of Vehicle Transport Condition Reports

To avoid damage claims, every car transporter should already know that before any vehicle is loaded for transport, it must be inspected for previous damage; and it is essential for all parties involved that the inspection report is prepared methodically and precise.

The format of the recorded document is called the “condition report“.

The car transport inspection report documentation historically has been paper-based, but with recent changes in digital technology, smartphones and handheld devices with touch screens are now being used.

As you continue to read this, it is very important to keep in mind that in nearly every case where a truck driver arrives to load a car, the contact at the pickup location has never met that driver before, and therefore, has no way of knowing if he or she will do a quality job of protecting the vehicle from damage during transport.

This is exactly why if anything is damaged between pick up and delivery, blaming the driver is nearly always the first reaction.

Regardless of the circumstance of any damage, if the owner of the company cannot prove the driver did not cause the damage, official incident reports will be generated and delivered to the owner and insurance company, who will be legally required to pay for the vehicle to be repaired.

Consequently, the transporter’s insurance premium will increase, and a growing history of causing vehicle damage during transport will have a severely negative impact on their business moving forward.

This chain reaction is exactly why every carrier will do everything possible to avoid damage claims from the very beginning.

Here’s how you can help make sure vehicle inspections are carried out correctly and completely.

At Pickup

• The Designated Pickup Contact and your driver should do an inspection of the vehicle.
• The Vehicle Condition Report should be filled out and signed by both the driver and pick up contact and each of you keep a copy.
• Take lots of pictures and/or video with the driver in them if possible.

At Delivery

• The Designated Delivery Contact and Driver will do a final inspection of your vehicle.
• If there is no damage both you and the carrier will sign the condition report and each keep a copy.

If There is Damage

• If there’s any damage caused by the driver, it should be marked on the condition report and signed by the driver as their fault before they are paid.
• Take pictures and once they mark it on the paperwork and sign it. You must keep this copy for your records and ask the driver where to file a claim. Each carrier has their own procedures for their insurance policy.
• After you receive your vehicle and complete your paperwork with the carrier notify your car transport company so we can begin the claims process.
• If for any reason you do not have a carrier-signed Condition Report after your vehicle has been delivered showing the damage on the report with the carrier’s acknowledgment it is very difficult to get your claim acknowledge. It is up to you and/or your pickup and delivery contacts to make sure your carrier is following this procedure.

Upon Vehicle Load

• Make sure do to this PRE-Inspection in a well-lit area and keep the Condition Report handy.
• The carrier should also provide a copy of this document.

Upon Vehicle Delivery

• Do a POST-inspection, walk around the vehicle. Verify that the vehicle is in the same condition as at was at pickup.
• Have a towel ready to clean basic dirt in order to verify dirt vs. damage.
• Have the driver sign on that claim.
• Without a signature, no claims will be processed.
• If there is any additional damage(s) it must be marked on the vehicle condition report.
• The carrier will (and should) also provide a copy of this document.