Condition reports for dealers
Vehicle condition report template for dealerships and wholesalers
A condition report is only as good as the person who wrote it and the photos behind it. InspectaCar gives your whole team the same condition report process: guided photos, a graded checklist, imperfections with repair estimates, and a shareable report for the buyer. Your first 10 reports are free.
No credit card needed. Your first 10 inspections are free.
Condition reports that hold up when someone questions them
Dealers use condition reports for trade-in appraisals, stock intake and wholesale listings. A buyer who cannot see the car relies on the report, and a dispute months later comes down to what was recorded on the day. A Word template or a handwritten sheet makes that hard: details are vague, photos are elsewhere and every assessor describes damage differently. InspectaCar puts the structure in the software.
The condition report workflow
- 1
Photograph the vehicle the same way every time
Deep Inspection guides the assessor through 34 steps: seven exterior angles, engine bay, boot, tyres, undercarriage, interior, build and compliance plates, fuel cap, keys and service sticker. Everyone gets the same set of photos.
Deep Inspection: guided photo steps for every angle. - 2
Record imperfections with a price on them
Each imperfection gets a type, a severity and an estimated repair cost range. InspectaCar totals the estimates, so the cost of getting the vehicle retail-ready is on the page.
Imperfections carry a repair estimate, with a total for the vehicle. - 3
Grade the vehicle and publish
Add an overall condition rating (Excellent, Good, Fair or Poor), the odometer before and after the test drive, service history and any modifications. Publish a branded report and share the secure link with the buyer.
Deep Inspection reports open with an overall summary.
The checks behind the report
Alongside Deep Inspection, the standard template grades each area of the vehicle. Here is part of it, with sample results.
What goes into an InspectaCar condition report
| Section | What the buyer sees |
|---|---|
| Summary and overall condition | A rating and a plain-language summary before any detail. |
| Vehicle details | Registration, VIN, odometer, build and compliance dates, colour, body, engine and drive. |
| Imperfections | Each issue with its type, severity, comment, photo and estimated repair cost, plus a total. |
| Needs attention | Everything graded Minor or Attention, pulled together in one list. |
| Tyres, spare and keys | Condition at each position, whether there is a spare and how many keys. |
| Service history | What records exist and what they show. |
| Test drive and odometer | Notes from the drive and the odometer before and after. |
| Modifications and accessories | What has been added to the vehicle. |
| Market valuation (optional) | Retail and trade-in values the assessor records, with the source and confidence. |
Make it your yard’s standard
Your logo, colours and business name sit on every report, so a wholesale buyer sees your yard, not ours. Use Deep Inspection for stock intake and trade-in appraisals, and a Manual report for vehicles assessed offline. See how templates and branding are set up.
Because everyone completes the same steps and the same grading, two assessors describe the same car in the same way. That is what makes condition reports comparable, and defensible.
Offline inspections and back-dating
Inspected a vehicle on paper, or before you started using InspectaCar? Create a Manual report. Enter the vehicle details, the inspector, the date, a cover photo, a gallery and your write-up, and publish it in one step. The report and PDF look the same as any other.
Benefits for dealerships
For the appraisal and intake team
- The same photos and the same grading on every vehicle.
- Repair estimates recorded while the damage is in front of you.
- Condition captured at the moment of intake, with a date.
- Reports and photos stored against the vehicle.
For sales, wholesale and management
- A secure report link to share with a wholesale buyer.
- A consistent condition story across the stock list.
- Evidence if a buyer disputes condition later.
- Your branding on everything a customer sees.
Run your next trade-in through it
Take the next vehicle through Deep Inspection and look at the report your buyer would get. You do not need a card, and 10 inspections are free. Unlimited is A$88.99 per month for busy yards. See pricing.
Frequently asked questions
What is a vehicle condition report?
A document that describes a vehicle’s condition at a point in time, in enough detail that someone who has not seen it can understand it and price it. Dealers use it for trade-ins, stock intake and wholesale.
What should a dealer condition report include?
Vehicle identity, an overall condition rating, imperfections with photos and repair estimates, tyre and interior condition, service history, odometer readings and any modifications. InspectaCar builds all of these into the report.
Can InspectaCar estimate repair costs?
The assessor records an estimated repair cost range for each imperfection and InspectaCar totals them. The estimates are the assessor’s own, not automated.
Does it include a vehicle valuation?
Deep Inspection has an optional market valuation section where the assessor records retail and trade-in values with the source and confidence. InspectaCar does not generate valuations automatically.
Is a condition report a pre-purchase inspection?
Not exactly. A condition report records visible condition and likely reconditioning cost for a dealer or wholesale buyer. A pre-purchase inspection is done for a buyer making a purchase decision and goes deeper into mechanical condition.
Can my team all use it?
Yes. Add your assessors and staff. Assessors complete inspections from a link on their phone and your office manages everything from the dashboard.