What mechanics should include in a vehicle inspection report

InspectaCar’s mechanic inspection report follows this structure automatically. You can open the sample inspection report to see it laid out.

Lead with the summary and recommendation

Put the overall condition and a clear recommendation in the first few lines. Examples: “Acceptable, with two items to address before purchase”, or “Not recommended: evidence of poorly repaired front-end damage.” Then list the two or three findings that matter most. Everything else in the report supports this.

Identify the vehicle and the inspection

Record the make, model, year, registration, VIN and odometer reading, plus the date, time and location of the inspection and who carried it out. If the report is ever questioned, this is how you show which vehicle it relates to and when. Photograph the VIN plate and the odometer.

State the scope

Say what you inspected and what you did not. “Visual and operational inspection with a road test and diagnostic scan. Underbody inspected from the ground only, as the vehicle could not be raised.” This protects you and tells the customer what they are relying on.

Grade the findings by severity

Use a small number of levels and define them. Three works well: no concern, minor or advisory, and attention required. Pull anything that needs attention to the top of the report so it is not buried in the checklist. For each finding record what you saw, where, how severe it is, and what you recommend.

Back findings with photos

A photo next to the finding it relates to is worth more than a paragraph. For each significant defect include a close-up and a wider shot that shows where it is on the vehicle. See how to document vehicle defects with photos.

Include costs only if you can stand behind them

A cost range with a note that it is an estimate is more honest than a single figure. If you cannot estimate reliably, say what a specialist would need to look at. Customers use estimates for negotiation, so avoid guessing high or low.

Record the road test and diagnostics

Describe the route and what you noticed, including what was normal. Record the OBD scan result even when there are no codes, because “no stored or pending codes, monitors complete” is useful information.

Finish with limitations and your details

Include a plain statement that the report is an opinion based on a visual and operational inspection on the date given, that it is not a roadworthy or safety certificate, and that it does not guarantee future reliability. Add your name, business and contact details. If you want legal advice on wording for your business, ask a professional.

A checklist for your report

• Summary and a clear recommendation on the first page.
• Vehicle identity: make, model, year, registration, VIN, odometer.
• Date, location and inspector.
• Scope: what was and was not inspected.
• Findings graded by severity, with the serious ones at the top.
• Photos beside the findings they support.
• Road test and diagnostic scan results.
• Cost estimates, if you can support them.
• Limitations statement and your contact details.