Pre-delivery inspection form template
Stop post-delivery disputes before they start by documenting every vehicle's condition at handover.
A vehicle delivered without a documented inspection is a liability waiting to happen. Customers dispute pre-existing damage, and dealerships and fleet managers spend hours tracking down who signed off on what. This template gives service advisors, fleet coordinators, and delivery teams a consistent way to record the condition of every vehicle before it changes hands.
With Typeform’s pre-delivery inspection form template, inspectors move through checks one at a time—no crowded paper forms, no missed fields. Conditional logic digs deeper when needed: a flagged exterior dent triggers follow-up questions about location and severity, while vehicles with no issues move through in minutes.
Responses land in Google Sheets, Airtable, or your fleet management platform automatically—no manual data entry needed. Set it up in minutes, customize it to your vehicle types and inspection standards, and complete it on any device, right on the lot.
A pre-delivery inspection form is a structured checklist used to document the condition of a vehicle before it's handed over to a customer or driver. It captures exterior and interior condition, mechanical checks, mileage, fuel level, and any existing damage (scratches, dents, tire wear, fluid levels, etc.). It serves as an official record that protects both the business and the customer.
Undocumented deliveries create disputes. Without a signed inspection record, it's nearly impossible to prove whether damage existed before or after handover. A structured form gives you a timestamped, consistent record for every vehicle. For dealerships, it reduces post-sale disputes and builds customer trust. For fleet teams, it creates an audit trail across every driver and vehicle in the rotation.
Cover every detail that affects handover and liability:
- Vehicle make, model, year, and VIN (Vehicle Identification Number)
- Odometer reading and fuel level at time of delivery
- Exterior condition (body panels, glass, lights, tires)
- Interior condition (seats, dashboard, controls, cleanliness)
- Mechanical checks (brakes, fluids, horn, wipers)
- Photo upload fields for any existing damage
- Inspector name, signature, and date
- Customer acknowledgment and signature
Pull up the completed form the moment a dispute comes in. A timestamped record with photos is far more defensible than memory or verbal assurances. Walk the customer through the delivery inspection form and make clear that any damage not listed was not present when the vehicle departed. For fleet teams, compare pre- and post-delivery records side by side to identify when and where damage occurred. The form doesn't just resolve disputes—it prevents most of them from escalating in the first place.
Use fixed-choice fields for condition ratings—open text fields mean every inspector describes the same scratch differently. Standardize your damage categories before you go live, so "minor scuff" means the same thing at every location. Require photo uploads for any damage flagged, so there's visual evidence alongside the written record. And review completed inspections periodically—if certain fields get skipped regularly or produce vague answers, simplify or rewrite them before the next inspection cycle.
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