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Vehicle Inspection Report
Document the condition of a vehicle with a comprehensive inspection report. Record defects, observations, mileage, and VIN, attach photos, and collect signatures from inspector and owner.
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Take photos of the object in the mobile app, complete the inspection report from the template, and download the finished photo report as Word or PDF.
Inspection report
Complete the document from this template: sections, fields, photo documentation, and signatures.
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Review the structure, sections, and fields before proceeding to fill out the document.
Vehicle Inspection Report
No.VIR-2026-073
1. General Information
The general information about the inspection, including date, location, and purpose, is provided below.
| Inspection date | 7/14/2026 | Address | 123 Main Street, Springfield, IL 62701 |
| Basis for inspection | Pre-purchase inspection |
Expert Michael Johnson , Vehicle Inspector
The inspection was carried out under the specified conditions and no procedural irregularities were noted.
2. Object of Inspection
The vehicle(s) subject to inspection are identified by their registration and identification numbers.
| Object type | Passenger Car | Object name | Honda Accord 2018 |
| Technical condition | not filled in | Mileage, mi | 45000 |
| Release date | 1/1/2018 | Start of operation | 3/15/2018 |
The vehicle(s) were correctly identified and matched the provided documentation.
3. Main Parameters
The main technical parameters of the vehicle(s) were verified against the manufacturer's specifications and registration data.
| Make | Honda | Model | Accord |
| Year | 2018 | VIN | 1HGCM82633A123456 |
| License Plate | ABC 1234 |
The main parameters were found to be within acceptable tolerances.
4. Inspection Conditions
The overall condition of the vehicle(s) was assessed through visual inspection and functional testing.
Inspection conditions are not selected.
The vehicle(s) are in satisfactory condition with no major defects observed.
5. Defects and Observations
Visible damages to the vehicle(s) were recorded and categorized according to severity.
| No. | Damage description | Photos |
|---|---|---|
| 1 | - | not filled in |
| 2 | - | not filled in |
| 3 | - | not filled in |
The damages found are listed above and have been documented for further action.
6. Additional Information
Provide an overall condition assessment and recommendations.
| Identification was carried out | VIN: 1HGCM82633A123456, License: ABC 1234 |
| There are remarks | Overall condition fair. Several defects noted including brake pad wear and tire tread depth low. |
7. Inspection Participants
The participants involved in the inspection are listed below, including their roles and affiliations.
| No. | Full name | Position / status | Comment |
|---|---|---|---|
| 1 | Michael Johnson | Vehicle Inspector | Performed inspection |
| 2 | John Smith | Vehicle Owner | Present during inspection |
All participants were present and fulfilled their respective duties.
Signatures
The signatures of the participants confirm their agreement with the findings of this inspection report.
______________________________
Michael Johnson, Vehicle Inspector
______________________________
Michael Johnson
______________________________
John Smith
The report is considered valid upon the collection of all required signatures.
Report
Purpose and Procedure for Drafting the Document
What Is a Vehicle Inspection Report?
A vehicle inspection report documents the safety and roadworthiness of a vehicle. It includes vehicle identification, inspection results, defects, observations, photos, and signatures.
Why Use This Template?
This online template provides a structured format for recording all critical aspects of a vehicle inspection. It includes a wide range of predefined defects and observations for quick selection.
Who Uses It?
Vehicle inspectors, mechanics, fleet managers, and private buyers use this report for periodic inspections, pre-purchase checks, and safety compliance.
Periodic Safety Inspections
Many jurisdictions require regular vehicle safety inspections. This report documents the results for compliance and record-keeping.
Pre-Purchase Vehicle Checks
Buyers use this report to assess the condition of a used vehicle before making a purchase decision.
Fleet Maintenance Programs
Fleet managers conduct inspections to ensure all vehicles are safe and roadworthy, reducing breakdowns and accidents.
Post-Accident Assessments
After an accident, this report documents the vehicle's condition to support insurance claims and repair estimates.
Lease Return Inspections
When returning a leased vehicle, this report records its condition to avoid disputes over damage.
Emissions Testing Documentation
If applicable, the report can include emissions test results as part of the overall inspection.
- 1
Open the Template
Open the vehicle inspection template in the online editor and enter inspection information such as date, inspector, location, and inspection type.
- 2
Identify the Vehicle
Record the vehicle's make, model, year, VIN, license plate, color, and mileage.
- 3
Perform Inspection
Assess the overall condition and select defects and observations from the predefined lists. Add free-text descriptions as needed.
- 4
Attach Photos
Take and upload photos of the vehicle exterior, odometer, VIN plate, tires, engine bay, and underside as required.
- 5
Sign and Export
The inspector and optionally the owner sign digitally. Export the report as a PDF for distribution.
Photo Report Generator
Create a comprehensive visual vehicle inspection report by combining inspection data with high-quality photos using the photo report generator.
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Capture vehicle inspection photos on site with the mobile app and sync them directly to your report for a seamless workflow.
Mobile AppDocument Sections
Click a section to jump to it in the sample document.
General Information
The general information about the inspection, including date, location, and purpose, is provided below.
Object of Inspection
The vehicle(s) subject to inspection are identified by their registration and identification numbers.
Main Parameters
The main technical parameters of the vehicle(s) were verified against the manufacturer's specifications and registration data.
Inspection Conditions
The overall condition of the vehicle(s) was assessed through visual inspection and functional testing.
Defects and Observations
Visible damages to the vehicle(s) were recorded and categorized according to severity.
Additional Information
Provide an overall condition assessment and recommendations.
Inspection Participants
The participants involved in the inspection are listed below, including their roles and affiliations.
Signatures
The signatures of the participants confirm their agreement with the findings of this inspection report.
Document Fields and Columns
General Information
- Inspection date
- Date when the inspection was performed.
- Address
- Location where the inspection took place.
- Basis for inspection
- Type of inspection, e.g., periodic, pre-purchase.
- Expert
- Name and ID of the vehicle inspector.
Object of Inspection
- Object type
- Type of vehicle, e.g., car, truck, motorcycle.
- Object name
- Make and model of the vehicle.
- Technical condition
- Overall condition rating of the vehicle.
- Mileage (mi)
- Odometer reading at the time of inspection.
- Release date
- Model year of the vehicle.
- Start of operation
- Date the vehicle was first registered or put into service.
Defects and Observations
- No.
- Sequential number for each defect entry.
- Element
- Vehicle component or system where the defect is located.
- Defect
- Type or name of the defect.
- Damage description
- Detailed description of the defect.
- Localization
- Specific location of the defect within the component.
- Photos
- Photographs documenting the defect.
Inspection Participants
- No.
- Sequential number for each participant.
- Full name
- Full name of the participant.
- Position / status
- Role or title of the participant.
- Comment
- Additional notes about the participant's involvement.
Frequently Asked Questions about Photo Reports and Photo Tables
What defects can be recorded?
The template includes over 30 predefined defects such as tire wear, brake pad wear, oil leak, check engine light, headlight malfunction, and more. You can also add custom defects.
Can I use this for motorcycles or trucks?
Yes, the template is vehicle-agnostic. You can record the vehicle type in the make/model fields and select relevant defects.
How many photos are required?
The template requires at least 4 exterior photos, plus photos of the odometer and VIN plate. Additional photos of tires, engine bay, and underside are optional.
Is the owner's signature mandatory?
The owner's signature is optional. The inspector's signature is required to validate the report.
Can I export the report to PDF?
Yes, after completing the inspection, you can export the report as a PDF for sharing or record-keeping.
Create Your Document Online
Enter inspection details and generate a ready-to-download document.