Hvehicle Report – Writing a vehicle condition report efficiently and effectively is a skill in itself. Although simple at first glance, a well-thought-out process for completing vehicle condition reports is essential to a successful inspection and documentation program.
This guide covers everything from what to look for during an inspection to the different sections of the report and how to fill them out properly. Having a good understanding of how to write a vehicle condition report will help ensure that any damage or problems with the vehicle are properly documented, which can be crucial in the event of a dispute.
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Whether it’s a car rental agency, dealership or fleet management department, 1st Reporting can help you get your vehicle inspected.
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To fully understand the importance of these items, let’s start from the beginning and build a solid foundation. Let’s dive in.
The vehicle condition report is somewhat self-explanatory; however, what nuances exist in this seemingly outrageous self-descriptive term. Obviously, we know that a vehicle condition report is a documentation of observations regarding visual and operational conditions. But what does this mean for business?
A vehicle condition report is much more than just a document of vehicle observations. The report also contains a few other things:
The concept is not to fill out a vehicle condition report and then throw that document away. This is a means for you to communicate that something has been noticed that needs attention. From a simple scratch to an engine knock, recording visible data related to the vehicle’s condition helps the driver recognize vehicle problems that occurred before the vehicle was used. Similarly, the report helps fleet managers know when a vehicle needs maintenance or repair.
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As just mentioned, fleet management can use the vehicle condition report to track the maintenance requirements of their fleet. However, when it comes to equipment depreciation, tracking how a vehicle wears out over time during use can be invaluable when calculating the value of current assets.
The vehicle condition report is also a means for drivers to document their compliance with safety regulations. For example, suppose your organization requires drivers to pass a pre-trip inspection (as required by law in many regions). In this case, the report of the VC notes that the inspector completed the inspection.
Similarly, the inspection document also serves as a means for fleet personnel to document their strict compliance with administrative regulations.
Writing a vehicle condition report doesn’t have to be difficult – just grab the right tools (a vehicle condition report template is a good start)
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Most organizations that use a fleet require a pre-race vehicle inspection. Some companies also include checks after the trip. In addition, some companies (such as logistics) will consider a daily pre-trip inspection and an inspection every so many kilometers mandatory.
In most regions, company vehicles must be inspected before use. However, a status report is slightly different from a security check. However, it also includes the basics of vehicle safety.
Answering these three questions will provide valuable information about how often a vehicle’s condition report should be done. Most regions require at least a pre-trip inspection. However, if you are just looking at the condition of the vehicle and doing individual safety checks, the frequency may not be necessary very often.
Completing the Vehicle Condition Report is critical, especially if you have to review it with the customer.
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Now we know what vehicle condition reports are, when they need to be completed and what their purpose is. Now let’s dive into how to create an effective vehicle condition report.
The vehicle condition report should not contain any personal comments/opinions regarding the condition of the vehicle (unless clarification is required). Nor should it include a disclaimer that attempts to justify comments about the vehicle’s condition; The report on the condition of the vehicle serves only as a document.
A checklist can be invaluable when performing any inspection. But instead of a simple vehicle condition checklist, a vehicle condition report requires a vehicle condition checklist. The reason is that the vehicle condition report should contain all vehicle observations, not just the vehicle condition.
This section of the vehicle condition report records general notes about the vehicle’s current appearance and cosmetic issues. For example, if there are scratches on the side panel or rust/chips around the screw attachment points, note it in this section of the vehicle condition report.
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If you notice stains or debris inside the vehicle, write them down. However, remember that vehicle condition reports should not contain any personal comments/opinions. That way, you only record problems in the car’s interior that will be genuine.
If there are any problems with the appearance of the vehicle in the current condition of the vehicle, they should be recorded in this section of the vehicle condition report. Remember: the condition of the vehicle reports any damage, even if it is known or known from a previous report. Each report should look at the car with new eyes.
To comply with all occupational health and safety regulations, vehicle operators must pass a pre-trip inspection before use and carry out regular inspections every so many kilometers (depending on company regulations).
This section of the vehicle condition report usually refers to operational and safety equipment such as emergency brakes and engine operating conditions. In addition, vehicle condition reports must also include the vehicle’s mechanical problems.
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The basics of writing a vehicle condition report are covered. However, when it comes to actually documenting problems, we must have a good understanding of how to assess and document the correct condition of the vehicle.
How would you describe the condition of the car? This is a great question. There is a specific terminology used to describe various functions and aspects of a vehicle’s condition. Let’s review some standard terms that are used.
There are three important resources for understanding a car’s value (and, by extension, the terminology used to describe a car’s condition). These resources are:
Although all three of these vehicle reference books have conventional terminology, we will use the most widely accepted one – Kelley Blue Book.
Sample Vehicle Valuation Report
Kelley Blue Book is the most widely used vehicle appraisal database. Therefore, the terminology used by Kelly is known as an industry standard.
Excellent – car that looks like new, needs no repairs and runs in excellent mechanical condition. The car will be cleaned of rust, body and repaint. Full service records must also be available and the vehicle must also have a clean ownership history.
Good – a car without significant defects is considered serviceable. Only minor defects will be apparent, such as small stones and the like. Should have almost zero rust and require minor repairs.
Fair – A fair vehicle is in good condition but may need service. Again, the vehicle should have a clean ownership history and will likely need professional work to bring it into good condition.
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Bad – Major defects in cosmetic or mechanical systems will push the vehicle into the bad quality zone. Similarly, serious problems such as frame damage or casing perforation can occur. An independent appraisal is a smart choice, even if you consider the purchase to be in poor condition.
The determination of a conditional name, such as one of the four listed above, is based on three main factors:
Performing a vehicle condition check requires a diagram to better understand the location of the damage on the vehicle. With so many body shapes and car sizes, it’s clear that a chart becomes necessary.
We’ve created a downloadable vehicle condition report template that will work for a standard truck or car. View the report to see a dual car damage chart in action.
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Any problems found during the inspection will be noted in the report. Typically, report templates have a chart similar to the one shown above and use a numbering and coding system to record observations.
Now that you understand the ins and outs of writing a vehicle condition report, you’re ready to take your vehicle inspection management to the next level.
If you need a simple paper form, you can download our Vehicle Condition Report form by visiting our guide here.
Perhaps you prefer a more robust technology solution for your auditing and reporting needs. If so, try the 1st reporting app. It is available on Google Play and Apple App Store and works on almost all Android or iOS devices.
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If you need help writing a vehicle condition report, our team of experts is ready to work with you. Contact us today for free advice on how to take the headache out of your vehicle inspection report. We can do this by providing an easy-to-use digital reporting platform that tells you what to look for during your vehicle MOT. no longer supports older versions of your web browser to ensure the security of user data. Update to the latest version.
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