Two inspections. One clear condition record.

Take clear photographs after the car has been prepared for transport. Capture each side, the front and rear, wheels, glass and any already-damaged or modified areas. Use wider views for context and closer photographs for detail. Store the original images so they are available when the car arrives.

If someone else is handling pickup, explain the process before the driver calls. They need enough time to walk around the vehicle, discuss existing marks and obtain the inspection record. Give the delivery representative access to the same photographs and paperwork.

Walk around the car with the driver while conditions allow a useful inspection. Point out existing scratches, dents or damaged trim and check that the report describes the condition accurately. Confirm the vehicle identity, the recorded odometer if included, and the keys or accessories being handed over.

Ask for clarification or correction if the description is incomplete. Keep a readable copy of the signed report, including any diagrams, notes or photographs attached to an electronic form. A signature on a screen is not useful to your records unless you also receive the document it represents.

At delivery, inspect the vehicle with the pickup record available. Compare the same areas in the same sequence rather than relying on memory. Look at the surfaces and details you photographed, including wheels, bumpers and aftermarket components. Take fresh images of anything that looks different.

Record newly observed damage on the delivery inspection report before signing. Be specific about the location and appearance, and keep the completed document. If darkness, dirt or another condition prevents an adequate inspection, raise that limitation with the driver and broker immediately and ask how it will be recorded.

Contact the carrier and broker promptly through their published shipment channels. Send the pickup and delivery records, photographs and a concise description of what you observed. Ask for the written claim procedure, required evidence and deadlines in the terms that apply to your shipment.

Do not assume that every mark is covered or that one provider’s claim deadline applies to another. Avoid changing or repairing the affected area before obtaining instructions about documentation, except where immediate action is needed for safety or to prevent further damage. Keep records of those circumstances and any necessary expenses.

Retain both inspection reports, original photographs, the booking terms and relevant correspondence. A vehicle-condition inspection is not a comprehensive mechanical inspection or a guarantee about a recently purchased car. If something is unsafe or mechanically concerning, have it assessed before driving.

The aim is a clear, shared account of the vehicle at each end of the journey. A few deliberate minutes, the same inspection sequence and readable paperwork are more useful than a rushed signature followed by a search for evidence later.