Photos with the time on them
Take photos in daylight or with the lights on, with the date and time recorded, before the customer drives away.
Free tool for rental companies
Vehicle damage inspection checklist for pickup and return
Most damage disputes come down to one question: was that scratch there before? This checklist covers what to check, photograph and sign at every pickup and return, so the answer is on paper.
Print the PDF and use it at the counter, or let RentPro run the same check on a phone.
From $9 a month. One plan, every feature. See RentPro
- Free, no sign-up
- Printable PDF with a damage diagram
- Same checks at pickup and return
The checklist
What to check, in order
Walk around the vehicle in the same direction every time, so nothing is skipped. The PDF has the same sections plus a damage diagram and signature boxes.
1.Rental details
- Booking reference, date and time of the check
- Place: office, airport, hotel or customer address
- Customer name and the driver(s) on the agreement
- Vehicle make, model and registration number
- Odometer reading (km)
- Fuel or charge level (for example 4/8, or a percentage)
2.Exterior, walk around the vehicle
- Front bumper, grille and number plate
- Bonnet and windscreen (chips and cracks)
- Front left wing, door and mirror
- Rear left door, wing and sill
- Boot or tailgate, rear bumper and number plate
- Rear right wing, door and sill
- Front right door, wing and mirror
- Roof, side windows and sunroof
- Photos: front, back, both sides and each corner, plus a close-up of every mark
3.Tyres and wheels
- Tread and sidewalls on all four tyres
- Rims and hubcaps (scrapes from kerbs)
- Spare wheel or repair kit, jack and wheel brace present
4.Interior
- Seats, carpets and boot lining (stains, burns, tears)
- Dashboard: no warning lights with the engine running
- Air conditioning, radio and USB or charging ports work
- Seat belts and child seats (if rented) in good condition
- Clean, with no smell of smoke
5.Lights and safety
- Headlights, indicators, brake and reverse lights
- Horn, wipers and washer fluid
- Equipment the law requires in the vehicle (for example a warning triangle)
6.Documents and keys
- Registration and insurance documents the driver must carry
- Number of keys or remotes handed over
- Accessories handed over (GPS, phone holder, child seat, roof rack)
7.Damage marked on the diagram
- Each existing mark drawn on the diagram with its type (scratch, dent, chip, crack) and rough size
- A photo for every mark, taken so that the panel is recognisable
- Anything the customer disagrees with, written down before the keys are handed over
8.Sign-off
- Customer and staff sign and date the check
- The customer gets a copy, with the photos, before driving away
- At return: repeat the same checks, compare with the pickup and note any new damage, fuel and kilometres
Good practice
Make the check hard to dispute
Signed by both sides
A check the customer did not sign is a check they can contest. Ask them to sign after walking around the vehicle with you.
Same check at return
Use the same sections at return, so pickup and return line up and new damage is obvious.
A copy for the customer
Send the customer their copy straight away. It ends most arguments before they start.
With RentPro
The same check, on a phone
In Artover RentPro, pickup and return inspections follow these steps on the Android app or in the browser: checklist, odometer and fuel, photos, damage marked on a diagram, and the customer’s signature.
The inspection is saved with the rental, so the pickup and the return sit side by side. On the Android app it keeps working without a connection, at the airport car park for example, and syncs when the phone is back online.
See RentPro- Checklist, readings and photos in one flow
- Damage diagram with photos per mark
- Customer signature on the phone
- Works offline on Android, syncs later
- Pickup and return compared on the rental
Pricing
Price calculator and details →
One plan, every feature, priced per vehicle
You pay for the vehicles you rent out, from 3 vehicles. Every feature is included, with no setup fee. Subscriptions are billed in US dollars.
| Fleet size | Per vehicle, per month |
|---|---|
| 1–50 vehicles | $3 |
| 51–100 vehicles | $2.75 |
| 101–200 vehicles | $2.50 |
| 201+ vehicles | Custom price |
FAQ
Questions about vehicle inspections
Is the checklist free?
Yes. Download the PDF and print as many copies as you need. You do not need to sign up.
How many photos should a pickup inspection have?
At least one of the front, the back, each side and each corner, plus a close-up of every existing mark, with the date and time recorded.
Should the customer sign the inspection?
Yes. Ask the customer to walk around the vehicle with you and sign once the existing damage is marked. Give them a copy before they leave.
Can I do the inspection on a phone?
Yes. Artover RentPro runs pickup and return inspections on its Android app and in the browser, with photos, a damage diagram and the customer’s signature, and the Android app works offline.
Stop arguing about scratches
Try RentPro’s phone inspections with a few of your own vehicles. Every feature is included in the trial.