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Vehicle Inspection Checklist Template
Record vehicle condition with clear checklists, photos, and signatures at pickup and return.
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Vehicle Inspection Checklist Template
[Company / Owner Name]
[Street Address]
[City, State/Province, ZIP/Postal Code, Country]
Phone: [Phone Number]
Email: [Email Address]
1. Inspection Overview
Inspection Type (select or describe):
☐ Pre-rental / Pre-lease
☐ Post-rental / Post-lease
☐ Pre-sale (buyer)
☐ Pre-sale (seller)
☐ Post-repair / Service
☐ Other: [Inspection Purpose]
Inspection Date: [MM/DD/YYYY]
Inspection Time: [HH:MM]
Inspection Location: [Location]
Inspector Name: [Inspector Name]
Inspector Role / Title: [Role or Title]
2. Vehicle Identification
Vehicle Type: [Sedan / SUV / Truck / Van / Other]
Make: [Make]
Model: [Model]
Year: [Year]
Color: [Color]
Vehicle Identification Number (VIN): [VIN]
License Plate Number and Jurisdiction: [Plate and State/Province]
Odometer Reading: [Miles or Kilometers]
Fuel Level at Inspection: [Fuel Level or Fraction]
3. Parties (Optional)
Owner / Company: [Owner or Company Name]
Owner / Company Contact: [Name and Phone/Email]
Driver / Renter / Buyer: [Full Name]
Driver License Number: [License Number]
Issuing State/Province/Country: [Jurisdiction]
4. Exterior Condition
For each item, mark: ☐ OK ☐ Minor Damage ☐ Major Damage ☐ Not Applicable
Front Bumper: [Status]
Rear Bumper: [Status]
Front Left Fender: [Status]
Front Right Fender: [Status]
Rear Left Quarter Panel: [Status]
Rear Right Quarter Panel: [Status]
Driver Door: [Status]
Front Passenger Door: [Status]
Rear Left Door (if any): [Status]
Rear Right Door (if any): [Status]
Hood: [Status]
Roof: [Status]
Trunk / Tailgate: [Status]
Side Mirrors: [Status]
Door Handles and Trim: [Status]
Exterior Notes (scratches, dents, rust, paint issues):
[Exterior Notes]
5. Glass and Lights
Windshield (chips / cracks): [Status]
Rear Window: [Status]
Side Windows: [Status]
Headlights: [Status]
Tail Lights / Brake Lights: [Status]
Turn Signals / Hazard Lights: [Status]
Reverse Lights: [Status]
Fog Lights (if any): [Status]
Glass and Lights Notes:
[Glass and Lights Notes]
6. Tires and Wheels
Front Left Tire: [Tread / Condition]
Front Right Tire: [Tread / Condition]
Rear Left Tire: [Tread / Condition]
Rear Right Tire: [Tread / Condition]
Spare Tire (if any): [Condition]
Wheels / Rims (curb rash, damage): [Status]
Tire Pressure Checked: ☐ Yes ☐ No
Tires and Wheels Notes:
[Tires and Wheels Notes]
7. Interior Condition
Seats – Driver: [Status]
Seats – Front Passenger: [Status]
Rear Seats / Third Row: [Status]
Seat Belts (all positions): [Status]
Dashboard and Controls: [Status]
Steering Wheel: [Status]
Headliner (ceiling): [Status]
Carpets and Floor Mats: [Status]
Door Panels: [Status]
Trunk / Cargo Area: [Status]
Interior Cleanliness:
☐ Clean
☐ Minor debris / normal use
☐ Requires cleaning
Odors (smoke, pets, other):
☐ None
☐ Noticeable
☐ Strong
Interior Notes:
[Interior Notes]
8. Controls, Instruments, and Electronics
Ignition / Start System: [Status]
Instrument Cluster / Warning Lights: [Status]
Horn: [Status]
Wipers / Washer: [Status]
Air Conditioning: [Status]
Heating / Defrost: [Status]
Power Windows: [Status]
Power Locks: [Status]
Radio / Audio / Infotainment: [Status]
Navigation System (if any): [Status]
Backup Camera / Parking Sensors (if any): [Status]
Electronics Notes:
[Electronics Notes]
9. Basic Mechanical Checks (Visual / Functional Only)
Engine Starts Normally: ☐ Yes ☐ No
Engine Idle Sound (unusual noises): [Status]
Transmission Operation (basic check): [Status]
Brakes (pedal feel, noise on light test): [Status]
Steering (play, pulling, unusual feel): [Status]
Suspension (no obvious noises on bumps): [Status]
Fluid Leaks Visible Under Vehicle: ☐ None ☐ Present (describe below)
Mechanical Notes (non-diagnostic):
[Mechanical Notes]
10. Accessories and Documents
Keys / Fobs Provided: [Number and Description]
Owner’s Manual Present: ☐ Yes ☐ No
Registration Document Present: ☐ Yes ☐ No
Insurance Card Present (if applicable): ☐ Yes ☐ No
Spare Key: ☐ Yes ☐ No
Tools / Jack: ☐ Yes ☐ No
Emergency Kit / Triangle / First Aid: ☐ Yes ☐ No
Accessories and Documents Notes:
[Accessories and Documents Notes]
11. Existing Damage Diagram (Optional)
Location of Damage (marks, scratches, dents):
[Diagram area or reference to attached photos]
☐ Photos taken and attached
Number of photos: [Number of Photos]
File / Reference IDs (if applicable): [Photo References]
12. Summary and Comments
Overall Exterior Condition:
☐ Excellent
☐ Good
☐ Fair
☐ Poor
Overall Interior Condition:
☐ Excellent
☐ Good
☐ Fair
☐ Poor
Inspector Summary Comments:
[Summary Comments]
13. Acknowledgment and Signatures
By signing below, the Parties acknowledge that this checklist reflects the visible condition of the vehicle at the time of inspection, to the best of their knowledge.
Inspector
Name: [Inspector Name]
Signature: _______________________________
Date: [MM/DD/YYYY]
Driver / Renter / Buyer (if applicable)
Name: [Driver / Renter / Buyer Name]
Signature: _______________________________
Date: [MM/DD/YYYY]
Owner / Company Representative (if applicable)
Name: [Owner / Representative Name]
Signature: _______________________________
Date: [MM/DD/YYYY]
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Learn more about
Vehicle Inspection Checklist Template
Click below for detailed info on the template.
For quick answers, scroll below to see the FAQ.
Click below for detailed info on the template.
For quick answers, scroll below to see the FAQ.
VEHICLE INSPECTION CHECKLIST TEMPLATE FAQ
What is a vehicle inspection checklist?
A vehicle inspection checklist is a form used to record the visible condition and basic mechanical status of a vehicle at a specific time. It usually covers exterior and interior condition, tires, lights, mileage, fuel level, and any existing damage so that future changes can be compared and documented.
When should I use a vehicle inspection checklist?
Use this checklist at the start and end of a rental or lease, when buying or selling a vehicle, before and after repairs, or whenever you need a clear record of the vehicle’s condition. It is especially helpful to reduce disputes about damage, cleanliness, and mileage.
What should be included in a vehicle inspection checklist?
A good checklist includes vehicle identification details, date and time, odometer and fuel level, detailed exterior and interior checks, tire and glass condition, lights and basic mechanical checks, photos or sketches of damage, and signatures of the person completing the inspection and the other party (such as a renter or buyer).
Can this checklist be used for rental, lease, or private sale?
Yes. This template is designed to be flexible. You can use it as a pre- and post-inspection form for rentals or leases, or as a single inspection record when buying or selling a vehicle. Just adjust the “Inspection Purpose” and keep copies for all parties.
Is this vehicle inspection checklist a legal document?
The checklist itself is mainly a factual record, but it can be attached to or referenced in a rental agreement, lease, or bill of sale. Its legal effect will depend on how it is used, the signatures collected, and the laws of your jurisdiction. For legal advice on disputes or claims, you should contact a licensed professional.
Can AI Lawyer help me customize this Vehicle Inspection Checklist?
Yes. AI Lawyer can help you adapt this Vehicle Inspection Checklist template to your business by adding fields, adjusting sections for specific vehicle types (such as trucks or vans), and matching it to your rental, lease, or sale documents while keeping everything clear and consistent.
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