Have the pickup record ready before arrival
Keep the booking reference, collection photographs, condition sheet, odometer reading and accessory list accessible. If another person receives the car, give them these records in advance and confirm their authority with the provider. A receiver who has never seen the pickup condition cannot reliably compare it.
Arrange a safe, well-lit inspection place and allow enough time for the handover. Ask how unloading and condition checks will be managed. Stay clear of moving equipment and let the crew complete unloading safely. Do not start examining the underside while the vehicle is being moved or supported.
Match the car, key and accepted accessories
Check that the vehicle details match the booking and that the correct key is supplied. Reconcile any separately recorded accessory or component against the collection acknowledgement. Ask immediately about a missing item instead of assuming it will arrive on a later trip.
Record the delivered odometer and compare it with the pickup reading and any agreed local movement. A difference needs context about loading and local legs; do not jump to an unsupported conclusion. Ask the booking team to clarify an unexplained discrepancy and keep the answer with your delivery documents.
Compare the exterior in a consistent sequence
Walk around the front, one side, rear and other side, comparing the same angles as your pickup photographs. Check bumpers, panels, glass, lights, mirrors, wheels and visible trim. Inspect the roof from a safe position where possible. Use close-ups and a wider image to record the location of a concern.
Distinguish a pre-existing mark from a new observation using the collection sheet. If dirt or lighting prevents inspection, describe that limitation rather than signing an unconditional condition statement. Do not rub aggressively at a suspected mark or attempt a repair while documenting it.
Check the interior and visible operating information
Compare the interior condition, dashboard warnings and accepted accessories with the pickup record. Confirm that any component removed under an agreed plan has been accounted for and ask who handles reattachment. Do not assume unrelated mechanical work is part of the delivery service.
| Checkpoint | Compare with |
|---|---|
| Vehicle identity and key | Booking and collection acknowledgement |
| Exterior and interior | Pickup photographs and damage notes |
| Odometer and warnings | Recorded readings and known faults |
| Accessories | Declared list and separate packages |
| Inspection limitations | What could actually be checked at handover |
Follow the manufacturer’s instructions for an electric or hybrid vehicle. Do not improvise charging, battery checks or unfamiliar transport-mode settings.
Write an accurate acknowledgement
Read the delivery receipt. If a mark, missing accessory or inspection limitation is identified, ask for it to be recorded before accepting an unrestricted statement that everything is in good condition. Retain your own copy. If the parties disagree, record the observation clearly and contact the booking team promptly.
Keep the description factual: vehicle reference, affected area, time, photographs and the collection record being compared. A precise account is more useful than a broad accusation. Ask for the next step and retain the correspondence. Do not sign a blank document or a record describing a different car.
Put safety first and follow the reporting process
Do not drive a car with a suspected brake, steering, tyre, fluid leak or other safety-critical problem. Arrange competent assessment. For a battery-related concern, follow appropriate professional and manufacturer guidance before using or charging the vehicle.
Notify the transport team and any relevant insurer promptly. Ask whether a survey is needed before non-urgent repairs, changes or disposal of evidence. Preserve the quotation, receipts, collection sheet, shipment reference and delivery record. Necessary immediate safety action should also be documented.
- Match the car, key and recorded accessories.
- Compare exterior and interior photographs.
- Record readings, warnings and inspection limits.
- Note concerns accurately on the acknowledgement.
- Retain evidence and follow reporting instructions.
Read car transport insurance questions for the policy discussion. For a Safemax booking concern, use Contact Us with your reference. For a new move, explore Car Transportation and request a quote.
Common questions
Should I sign before inspecting the car?
Ask how inspection will be accommodated and read the receipt. Accurately record anything you could not inspect and any discrepancy.
Can a friend accept delivery?
Confirm authorisation and give them the pickup record, key and accessory list, and booking contact.
What if damage becomes apparent after handover?
Photograph it and contact the provider and relevant insurer promptly. Follow their notification and inspection requirements.
Should I drive the car to test a suspected fault?
Do not drive a vehicle that may be unsafe. Arrange competent inspection and record the concern.
A clear plan for your car’s next journey.
Share the model, running condition, both PIN codes and preferred dates. Let us review the collection, handling and transport requirement.