A useful check-in gives the next person a clear starting point. Keep the customer details, arrival condition, photos, readings, keys, and approval record with the same repair order. Record what is missing instead of leaving someone to guess.
Before the vehicle arrives
Confirm who is bringing the vehicle, who can answer questions, and which repair or appointment it belongs to. For a company vehicle, the driver, approval contact, and billing contact may be different people.
Collect contact details, the vehicle description, a claim or reference number if applicable, and any documents already available. A pre-arrival form can reduce work at the counter, but the shop still needs to check the information against the unit that actually arrives.
Build the arrival record
Use the same sequence each time. These six groups make a practical starting point for a collision repair check-in form.
- Customer and vehicle
- Customer or company, contact details, approval contact, VIN, plate, and year/make/model. Add a fleet unit number where applicable.
- Arrival and keys
- Date and time, receiving employee, and whether the vehicle was dropped off or towed in. Record keys and fobs received, and where the shop stores them.
- Readings and indicators
- Mileage, fuel or indicated charge level where applicable, and visible warning indicators. Use “not available” or “not applicable” when appropriate; an empty field should not look like a checked item.
- Condition and contents
- Visible exterior and interior condition, existing marks, accessories, and belongings or equipment left with the vehicle. Note anything the customer takes away.
- Customer’s account
- What the customer says happened, concerns they want reviewed, and relevant documents received. Keep reported information distinct from the shop’s own observations.
- Authorization and open items
- Who approved the work, what they approved, and where the approval record is stored. List unanswered questions, the person following up, and the next action.
This is an arrival-documentation checklist, not a repair assessment, safety clearance, or substitute for an authorization form. Use your shop’s approved forms and processes for the work being authorized.
Make the photos useful
A close-up shows a mark. An overall view shows where it belongs. Capture enough context that another employee can understand the record without repeating the walkaround.
- Start with overall views. Show the unit and the areas being documented.
- Add identifiable close-ups. Pair damage details with a wider view or a clear location note.
- Record other visible marks. Keep existing condition distinct from the damage being reported for this repair.
- Check the images before finishing. Make sure they are clear, attached to the correct repair order, and not buried in a personal camera roll.
When the customer is present, use the walkaround to clarify their concerns. I-CAR’s vehicle check-in guidance also emphasizes discussing the collision and distinguishing related and unrelated damage at arrival.
For fleets, trucks, and trailers
Add the identifiers the customer actually uses: company, unit number, and the contact responsible for approvals. Note any customer purchase-order requirement. That is separate from a purchase order your shop sends to a parts supplier.
For heavy-duty work, record relevant truck or trailer details and engine hours where applicable. If a tractor and trailer arrive from the same incident, give each unit its own condition record. A shared claim number does not make their photos, readings, or repair details interchangeable.
Leave a clear next step
Before handing off the job, make sure the arrival record is on the correct RO, the keys can be found, and unresolved items have an owner. Do not treat a missing answer as confirmation.
“Unit 214 received at 8:15. One key in cabinet B. Driver reports a new warning indicator after the incident; photo and note attached. Customer PO number is still pending. Jamie will contact the fleet office for the PO number.”
The note records the driver’s report without diagnosing the indicator, and makes the missing PO explicit.
The quick check-in checklist
- Match the customer or company, vehicle, VIN, and repair order.
- Confirm contact details and who can approve work.
- Record arrival time, receiving employee, keys, and key location.
- Record available mileage, fuel or charge level, and warning indicators.
- Note visible condition, belongings, and equipment left with the unit.
- Attach clear overall photos and identifiable detail photos to the RO.
- Keep customer-reported concerns distinct from shop observations.
- Attach the applicable authorization and documents received.
- For commercial work, confirm unit identifiers and customer PO requirements.
- Assign an owner and next action to every unresolved item.
Open printable checklistDownload text checklist
Keep it with the repair order
AutoHound keeps guided photos, vehicle condition, keys, fuel, mileage, warning lights, belongings, and signed authorization with the repair order. Start with a private intake link or a shop tablet, then keep the record available for the delivery walkaround.
See the vehicle check-in workflow or how the repair order connects the rest of the job. For commercial work, explore fleet records and heavy-duty intake.