Start with a traceable record
Create a folder for the vehicle and move date. Include an identifying view and retain the original files rather than only compressed message copies. Check that your device date and time are correct. If someone else is attending, agree how they will share the record with you.
Photograph the vehicle in available safe lighting before loading. If dirt, rain, darkness or parked vehicles prevent a clear view, record the limitation. Do not enter a loading area or move into traffic to obtain a better angle.
Work from full views to existing marks
A close-up without context can be hard to place on the car. Take a wider panel view first, then the detail. Use the same sequence at delivery so you can compare areas without searching through an unordered camera roll.
- Front, rear, both sides and corner views showing the overall vehicle.
- Visible wheels, glass, mirrors and accessible exterior surfaces.
- Existing marks: a panel view followed by a close-up.
- Interior areas and odometer where appropriate and safely accessible.
- Accessories and any items permitted to remain, recorded by agreement.
Stay within safe access
Do not climb onto a vehicle or carrier, crawl underneath equipment or interfere with loading to photograph hidden surfaces. Ask the provider how inaccessible areas and inspection limits will be recorded.
Match the photos to the handover report
Read the pickup report and ask for unclear marks or descriptions to be clarified. Keep a copy showing the vehicle identity and handover details. A photo folder and a report are complementary records, not alternatives to each other.
If a seller is releasing the car, distinguish listing photos from current pickup photos. A listing image may have been taken earlier and does not establish the vehicle’s condition on collection day.
When arranging car transport with documented handovers, ask what condition recording is provided and what you or your representative should complete.
Compare at delivery and report promptly
Use the same sequence when receiving the car. Compare visible areas with the pickup record, allow time to read the delivery report and ask that any observed discrepancy is recorded accurately. Keep the original images and the written exchange.
If you discover a concern, follow the provider’s notification process and any applicable insurer deadlines. Describe the location and observation without guessing the cause. If conditions prevented a full inspection, record that limitation and ask how to complete it; do not assume a particular claims outcome.