A vehicle condition report is the written record of your car's condition at pickup and again at delivery, and it is the single most important document if anything goes wrong in transport. A good report notes every existing scratch, dent and chip with its location, is backed up by clear dated photos, and is signed by both you and the driver at each end. When it is done carefully, it protects you from paying for new damage and protects the carrier from being blamed for old damage.
Key takeaways
- The condition report is usually part of the bill of lading (BOL) and is filled out at pickup and checked again at delivery.
- Every existing mark should be noted with a location and a damage code, such as S for scratch or D for dent.
- Your own dated photos and a slow walk-around video are your best backup if the paper report is vague.
- Inspect in good light, and never sign a clean delivery report before you have walked around the car.
- New damage must be written on the delivery report before the driver leaves to give your claim the best chance.
What a vehicle condition report is
When a carrier picks up your car, the driver walks around it and marks existing damage on a diagram of a car. That diagram, plus notes about mileage, keys and accessories, is the condition report. On most car shipments it is printed on the bill of lading or captured in the driver's electronic inspection app.
At delivery, you and the driver compare the car against that pickup record. Anything new is written down before you sign. If there is a damage claim later, this before-and-after comparison is the first thing an insurer or carrier will look at.
Why it protects both sides
- For you: it proves the car left your hands without a damage the carrier later adds.
- For the carrier: it proves a dent or chip was already there, so they are not unfairly charged for it.
- For everyone: it turns a he-said, she-said argument into a simple comparison of two records.
What a good report includes
A strong report is specific. "Some scratches" helps nobody. "6-inch scratch, rear bumper, driver side" does. Here is what to check for on the form.
| Item | What it should show | Why it matters |
|---|---|---|
| Vehicle details | Year, make, model, color, VIN | Proves which car the report covers |
| Odometer reading | Mileage at pickup and at delivery | Shows the car was not driven beyond loading |
| Damage diagram | Marks at each damaged spot | Shows location at a glance |
| Damage codes and size | Type (scratch, dent, chip) and rough size | Separates a small chip from a large dent |
| Glass, lights and mirrors | Any cracks, chips or missing parts | Often missed and often disputed |
| Wheels and tires | Curb rash, damage, missing caps | Wheels are easy to scuff on ramps |
| Items handed over | Number of keys, spare, accessories | Settles questions about missing items |
| Date, time, location | Where and when the inspection happened | Ties the report to a specific moment |
| Signatures | Shipper and driver at pickup; receiver and driver at delivery | Shows both sides agreed |
Common damage codes you may see
Drivers use short letter codes so they can mark the diagram quickly. Codes differ a little between carriers and apps, so ask the driver if a mark is unclear. These are common ones:
- S – scratch
- D – dent
- CH or C – chip
- CR – cracked
- BR or B – broken
- M – missing
- R – rubbed or scuffed
- ST – stained (often interior)
- P – paint damage or previous repair
Some forms also add a size note, such as "S2" for a mid-size scratch. If your form uses a size legend, make sure the driver uses it.
How to do a pickup inspection the right way
Pickup is when you set the baseline. Take your time; ten minutes now can save weeks of back-and-forth later.
- Wash the car a day or two before. Dirt hides scratches. A clean car gives an honest report.
- Inspect in daylight or strong light. If the truck arrives after dark, use phone flashlights or move under a bright light.
- Walk around with the driver. Point out damage you know about so it gets marked.
- Check the low and high spots. Lower bumpers, rocker panels, the roof and the top of the windshield are often skipped.
- Note glass and wheels. Look for small windshield chips and curb rash.
- Record the mileage. Make sure it is written on the report.
- Read the report before you sign. If the driver marked damage you do not see, ask them to show you.
- Get a copy. Paper or digital, keep your copy until the shipment and any claim are closed.
Your own photos and video
Your photos are your backup if the report is vague. Aim for at least 12 to 20 clear shots:
- Front, rear and both sides from a few steps back.
- Each corner at an angle.
- The roof (stand on a step stool if you can do so safely).
- All four wheels.
- Close-ups of every existing mark.
- The odometer and the dashboard with the car on.
- The interior front and back.
Then record one slow walk-around video. Keep the phone's date stamp on, and do not edit the files. Upload them to cloud storage so you have them even if your phone is lost. Our vehicle shipping checklist includes this step and other prep tasks.
How to do the delivery inspection
Delivery is where the condition report earns its keep. Drivers are often on a tight schedule, but you are entitled to inspect the car before you sign.
- Ask for your copy of the pickup report so you can compare.
- Walk around the car in the same order you did at pickup.
- Check the roof, bumpers and lower panels, where loading damage is most likely.
- Look underneath the front for anything hanging or scraped.
- Start the car, check warning lights and compare the mileage.
- Write any new damage on the delivery report, with location and size, before signing.
- Photograph new damage right away, with the truck in the background if possible.
- Have the driver sign next to the new damage notes.
If it is dark or raining, say so on the report, for example "delivered after dark, unable to fully inspect," and inspect again first thing the next day. This note does not guarantee a claim, but it is better than a clean signature.
Mistakes that weaken a condition report
Mistakes shippers make
- Handing over a dirty car, so the report misses old damage.
- Letting the driver fill out the report alone while you wait inside.
- Signing the delivery report before looking at the car.
- Not taking photos, or taking blurry ones.
- Sending a friend to receive the car without telling them how to inspect.
Mistakes that hurt the carrier too
- Marking every panel "S" so the report means nothing.
- Skipping the report on rushed pickups.
- Not giving the customer a copy.
A fair report is detailed but accurate. Over-marking hurts the carrier's credibility as much as under-marking hurts yours.
What happens if you find new damage
If the delivery inspection shows something new:
- Write it on the bill of lading before signing, with location and size.
- Take clear photos and a short video before the truck leaves.
- Get a repair estimate from a body shop.
- Contact your broker or carrier promptly with the BOL, photos and estimate. Many carriers set short deadlines for reporting damage, so do not wait.
- Keep all messages in writing.
Most claims are paid by the carrier's cargo insurance, subject to its terms and deductible. Read our guide to car shipping FAQs for more on how coverage works. When a high-value car is involved, enclosed transport lowers the risk of road debris damage in the first place, and CTS can arrange coverage up to $2M.
Special cases that need extra detail
Some vehicles deserve a more careful report than a quick walk-around. If your car fits one of these groups, spend a few extra minutes at pickup.
Classic and collector cars
Older paint often has fine cracks, touch-ups and small imperfections that are part of the car's history. Photograph them up close and ask the driver to note "original paint, age wear" where it applies. Note chrome, trim pieces and badges, which can be hard to replace. Our classic car shipping page covers more prep tips.
Exotic and luxury cars
Low front splitters, carbon-fiber parts and large wheels are easy to damage on a ramp and costly to fix. Record the condition of the underside of the front lip and each wheel face. If the car has paint protection film, note where it is, since film can hide or show marks differently.
Electric vehicles
Note the battery charge level at pickup and delivery, along with the odometer. Many carriers ask for a charge level between about 30% and 50%. A record of the charge helps if there is any question about how the car was handled.
Non-running vehicles
Write down that the car does not run and how it will be loaded, such as by winch. Note any existing damage to the front or rear, where a winch strap or tow point might be attached.
Trucks and modified vehicles
Lift kits, light bars, roof racks and bed covers should all be listed, along with their condition. If an accessory is removed before shipping, say so on the report so nobody thinks it went missing.
Electronic condition reports
Many drivers now use apps that capture photos inside the inspection and email you a PDF. These are often better than paper because the photos are time-stamped and tied to the report. Still, take your own photos too. Ask the driver to send the electronic report before they leave, and check that it arrived.
Whether paper or digital, the rules are the same: inspect carefully, note everything, and do not sign anything you have not checked. To see where the condition report fits in the whole process, read how car shipping works.
Frequently asked questions
Is the condition report the same as the bill of lading?
Often they are on the same document. The bill of lading is the shipping contract and receipt; the condition report is the inspection section on it or attached to it.
What if the driver will not wait for me to inspect?
Politely insist on a quick walk-around. If you must sign quickly, note on the form that you did not have time to inspect, then photograph the car right away and contact your broker the same day.
Can I refuse to sign the condition report?
You can ask for corrections if it is wrong. Refusing to sign entirely can slow the shipment. It is better to sign with your own written notes about what is incorrect.
Do small rock chips count as damage?
They should be noted at pickup if they are already there. New chips can happen on open transport, so write them down at delivery too.
How long should I keep the condition report?
Keep it at least until any claim is fully settled. Many people simply keep it with their car records.
Want a shipment where the paperwork is done right from the start? Get a free quote and see why CTS backs every move with a satisfaction guarantee.
Updated November 4, 2026