A used car shipping condition report records what someone could observe about a particular vehicle at a particular handover. For a dealer importing several cars, that record helps the receiving team compare the vehicles delivered with the evidence supplied before dispatch. Plan the photographs, references and handover records while reviewing the transport proposal.
This guide focuses on documenting condition during transport. Use a separate purchasing inspection to assess whether a vehicle meets your buying requirements, and keep both sets of records in the same vehicle file.
Connect every record to the vehicle offered
Start with the VIN or chassis identifier and the supplier's vehicle reference. Match them across the accepted quotation, available inspection report and shipping list. Keep a dated photograph of the vehicle's identification marking with the condition images, subject to the location's access rules.
For a mixed order of Toyota Corolla sedans and Toyota Hilux pickups, give each proposed vehicle its own folder. Similar colour, year or equipment can make filenames such as "white Toyota" difficult to match later. Use the identifier and handover stage in your naming convention.
The catalogue's model illustrations show sourcing references, not confirmed stock. Request photographs of the actual vehicles in the quotation. If a replacement is proposed, create its own record and obtain approval before treating it as part of the shipment.
Agree when and where condition is recorded
List the planned handovers with the forwarder. These might include collection from the supplier, receipt at a terminal and delivery to your representative at the destination. Ask who can inspect the vehicle at each stage and which signed record will be available.
Access differs between facilities. Confirm whether your representative can attend, whether a terminal supplies its own condition record and what happens when weather, lighting or positioning limits the view. Record an inaccessible area as unexamined instead of assuming that it was satisfactory.
Before choosing the transport method, use our RoRo and container comparison to discuss the handling arrangements. Ask the actual provider which records its service includes. A booking for transport does not establish that a detailed inspection or photographic survey is included.
Make photographs useful for comparison
Agree a consistent set of views with the person recording condition. Ask for overall photographs that show the vehicle clearly, followed by closer images of existing marks. A close-up needs enough context to locate the panel or component concerned.
A practical photo request can include:
- Front, rear and both sides, with the vehicle reference identifiable in the file.
- Wheels, visible glass and exterior areas that can be viewed safely.
- Cabin condition and the keys or agreed accessories handed over.
- Existing scratches, dents or other visible concerns, each with a location note.
- Capture date, location and any areas the photographer could not examine.
Keep original files. Add arrows or labels to separate copies so your team can return to the original image. If lighting or reflections obscure a mark, ask for another view before the vehicle moves where feasible. Avoid asking anyone to enter restricted areas or move a vehicle solely for a photograph without permission.
Keep handover records with the images
Ask the forwarder how vehicle references will appear on collection and delivery records. Check that the references connect to the same cars as the photographs. Keep the date, location and parties involved with each available record, along with any recorded exceptions.
Wallenius Wilhelmsen's vehicle shipping guidance advises checking condition before formal delivery and noting observed damage on the receipt or dock tally before signing. Its claims guidance also lists survey photographs, transport references, repair estimates and loading and delivery records among the supporting documents.
That is a carrier's published example. Ask your own forwarder and carrier for the current procedure applying to the booking. Confirm the notification route and deadlines in advance, and check any separate insurer requirements. A condition file supports review; it does not establish liability or guarantee a claim outcome.
Compare arrival findings with earlier evidence
Arrange for the receiving representative to have the earlier condition record before collection. Ask them to compare vehicle identifiers, visible condition and the agreed items handed over. They should follow the facility's inspection and safety procedure and document any limitations.
When a difference is observed, record its location and appearance, retain the available delivery paperwork and contact the responsible provider promptly through the agreed channel. State when the finding was observed. Avoid describing a mark as transit damage solely because it appears in an arrival photograph.
Keep observations separate from explanations about cause. If technical assessment is needed, ask the carrier or insurer how to arrange it and preserve the evidence they request. Your dealer inspection checklist remains useful for the broader assessment of the vehicle's condition.
Put the handover plan in the sourcing request
Include the destination, proposed transport method and your evidence requirements when asking for a quotation. Request separate confirmation of any inspection, photography or survey service, its cost and the records you will receive. Identify who reviews the file before dispatch and who receives the vehicles.
Use the export quotation guide to keep those services visible in the price breakdown. You can browse vehicle sourcing options and prepare your request through the sourcing guide. Actual vehicle availability, condition, transport acceptance and agreed services need confirmation in the written quotation.