Match the stock record to the physical car
Confirm the stock number, vehicle identifier, make, model and body style. Distinguish demonstrators, used stock and sold vehicles where that affects readiness or authority. Do not dispatch from colour and model alone when the yard holds several similar cars.
Check whether the vehicle is in detailing, repair, accessory fitting or another internal process. The department requesting a transfer may not be the department controlling the keys. Identify who can confirm physical readiness.
Complete a release check before the carrier attends
Confirm the destination dealership or agreed receiving site, not just the group name. Ask whether a purchase order, inter-branch authorisation or other reference is required. Keep commercial sale documents separate from transport information unless needed for release.
- Correct stock and vehicle identifiers on the dispatch list.
- Named release contact and confirmed pickup location.
- Keys available, including any agreed spare-key transfer.
- Current condition record and disclosed mechanical concerns.
- Agreed accessory or document inventory accepted for carriage.
- Receiving contact, hours and access instructions.
Treat the arrival estimate as a planning input
If the vehicle is sold, keep the retail delivery appointment separate from the transport estimate. The receiving dealership may need to inspect, prepare or register it under its own processes before customer handover. Tell the provider about a genuine deadline, but ask what can actually be confirmed.
Clarify receiving capacity during busy periods and who can sign for stock. An open showroom does not mean the workshop or stock controller is available to receive a carrier. Describe the appropriate entry and standing area for assessment.
Include the dispatch and receiving checklists in your dealer vehicle transport enquiry so the proposed handovers can be checked against both sites.
Record receipt and reconcile exceptions
Compare the arrived vehicle identity, keys, agreed items and visible condition with the dispatch record. Update the stock system from actual receipt, not from the planned arrival date. Retain pickup and delivery references together.
In a hypothetical transfer, a stock substitution is requested after booking because the first car has sold locally. Notify the provider and the receiving branch, update the manifest version and obtain confirmation before release. Do not simply send whichever car is nearest the gate.
Handle sale or preparation issues through the dealership’s process and transport condition concerns through the provider’s reporting process. Recording which issue belongs to which process helps avoid ambiguous handover notes.