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Vehicle check-in sheet template

Vehicle check-in sheet template

Use this customizable template to easily complete the test drive, delivery, and documentation, and automatically generate and share a report.

Use this template
or download pdf
Vehicle check-in sheet template

Use this customizable template to easily complete the test drive, delivery, and documentation, and automatically generate and share a report.

Use this template
or download pdf

About the Vehicle check-in sheet template

This vehicle check-in sheet template is a ready-to-use document that helps your team accurately record and track each step of a vehicle’s inspection, from initial check-in to final pre-delivery. It includes sections to record key details of the inspection, log results, and note any necessary follow-up actions. Tailored for auto service teams, dealerships, and fleet managers, it allows you to efficiently manage every step of the intake and inspection process.

Conduct efficient inspections with a vehicle check-in sheet template

The vehicle check-in sheet template is an essential tool for companies to ensure quality control and efficiency in their production processes. This template provides an easy-to-follow checklist of the key activities and quality assurance points that need to be addressed before a product is deemed ready for release.

It is an invaluable tool for quality assurance, as it allows you to quickly and easily track the progress of a product from start to finish and ensure that all necessary steps are taken to ensure the highest quality standards are met. This template is also customizable, allowing companies to tailor it to their specific needs.

How to use the vehicle check-in sheet template

Using the vehicle check-in sheet template is simple and designed to help your team handle every vehicle intake consistently and professionally. Here’s a step-by-step guide to get started:

  1. Capture essential vehicle details. Begin by entering the vehicle’s basic information—model, VIN, and odometer reading. This initial data provides a clear record and links inspections directly to the specific vehicle.
  2. Conduct the test drive assessment. Use the template’s “Test Drive” section to systematically evaluate performance indicators like engine start, air conditioner effectiveness, and brake responsiveness. Record observations carefully to create a transparent record of the vehicle’s condition.
  3. Review post-drive observations. Once the test drive is complete, document any findings from the inspection, like unusual noises, vibrations, or wheel alignment issues. This step ensures any potential issues are recorded, supporting accountability and prompt resolution.
  4. Complete the delivery checklist. The “During Delivery” section allows you to double-check all essential elements, from fitting the number plates to providing the customer with keys and necessary documentation. This final review helps avoid overlooked items and provides confidence for both your team and the client.
  5. Analyze and track inspection data. In the Lumiform app, you can easily review past check-in sheets, track trends, and analyze common issues. This data insight supports better planning and informs future vehicle checks so you can continuously improve service quality.

Download Lumiform’s vehicle check-in sheet template today

Put your vehicle intake process on the fast track with this check-in sheet template. Whether you’re recording pre-delivery checks or managing daily vehicle arrivals, this template keeps your workflow sharp and reliable, allowing you to focus on delivering excellent service. With its intuitive layout and customizable fields, the template lets you seamlessly document each vehicle detail, inspection item, and final delivery requirement.

Related categories

  • Health and safety management templates
  • Risk management and compliance templates
  • Automotive templates
  • Logistics and transportation templates
  • Maintenance templates
  • Safety templates
Preview of the template
Pre-delivery Checklist
General Information
Vehicle Model
Current Odometer Reading
Vehicle Identification Number
Test Drive
Single-crank engine start
Warnings on the instrument cluster
Effectiveness of the air conditioner
No suspicious noise, vibrations & smell
No excessive smoke from the exhaust
Gearshift and pedals smoothness
The brake pedal does not have long play
Steering wheel overall responsiveness
No jerks or roughness when in motion
Correct wheel alignment while driving
Handbrake effectiveness and smoothness
Flawless reverse gear & sensors (if equipped)
Absence of squeaks or rattles on rough terrain
Clutch pedal responsiveness during pick up
Constant acceleration (without loss of power)
Sudden braking (test in a secure environment only)
No suspicious indications/leakages after a test drive
Driving in different situations (traffic jams and highway roads)
Driving on different terrains (such as rough, incline, etc.)
Observe proper working of the speedometer, tachometer, etc.
Miscellaneous modes and features (4x4, hill assist, cruise control, etc.)
During Delivery
Provide a demo of features
Check first aid kit in glove box
Ensure number plates are fitted
Ensure all accessories are fitted
Give duplicate key & key code
Offer spare bulbs & fuses
Insist for fuel to reach nearest fuel pump
Clean and polish car
Documentation
No typing errors
Cross-check information
Car & accessories manuals
Invoice and sales certificate
Miscellaneous tax receipts (if applicable)
Insurance documents
Registration card (temporary receipt, if unregistered)
Car warranty and road side assistance documents
Free service coupons (if applicable)
Miscellaneous documents (Finance/Lease/Extended warranty, etc.)
Completion
Additional Observations
Customer Name & Signature
Vehicle Inspector Name & Signature
This template was downloaded 155 times

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Related resources

Access a complete set of resources aimed at maximizing safety, quality, and operational excellence, including detailed guides, related templates, and real-world use cases.

Topic guides

Read in-depth guides covering key topics related to this article.

Check sheets: A guide for effective quality controlVehicle inspection: A comprehensive guideVehicle maintenance: Essential tips for every driver
See all topic guides

Template collections

See comprehensive collections of best practice templates related to this topic.

8 free check sheet templates for quality control4 free vehicle pre start checklists10 free vehicle maintenance checklists
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Use cases

Check out how the Lumiform software can be utilized for related use cases.

Check-in appVehicle inspection softwareVehicle maintenance softwareMaintenance software
See all use cases

Other resources

Explore all the additional resources we offer to assist you in mastering this topic.

Vehicle Maintenance App: 4 Key Features4 types of predictive maintenance for your businessQuality management processRoad Safety: A Guide to Responsible and Safe Driving

Frequently asked questions

What common mistakes should be avoided when filling out a vehicle check-in sheet?

One common mistake is skipping over sections or rushing through important details, like documenting pre-existing damages or mileage. Forgetting to record specific observations, such as unusual sounds during a test drive, can lead to miscommunications.

What are some tips for conducting a thorough vehicle test drive inspection?

During the test drive, observe the vehicle’s behavior under various conditions, such as slow speeds, accelerations, and braking. Test different features, including air conditioning, steering responsiveness, and braking force. Note any unusual vibrations, noises, or smells, and test the vehicle on different terrains if possible.

How can I customize a vehicle check-in sheet for different types of vehicles?

You can add sections or fields specific to each vehicle’s requirements. For example, if you’re working with commercial trucks, include additional fields for cargo space checks. You can also adjust the test drive section to accommodate specific performance features, like off-road capabilities for SUVs.

What should you do if an unexpected issue arises during the check-in process?

Document the issue thoroughly on the check-in sheet, including specific details and any immediate steps taken. Next, inform relevant team members to keep everyone updated on the issue. In some cases, you might have to pause the process for further inspection or repair.


This template, developed by Lumiform employees, serves as a starting point for businesses using the Lumiform platform and is intended as a hypothetical example only. It does not replace professional advice. Companies should consult qualified professionals to assess the suitability and legality of using this template in their specific workplace or jurisdiction. Lumiform is not liable for any errors or omissions in this template or for any actions taken based on its content.
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