Vehicle Condition Report Template
A free vehicle condition report for rentals, loaners, dealers and detailers. Record mileage, fuel and damage with photos, and the customer signs.
Customize the pages and design to fit your needs.
About this template
Record a vehicle's condition when it goes out and when it comes back. Note mileage, fuel, existing damage and photos of every side, and the customer signs to agree.
Common uses
- Car rentals and loaner vehicles
- Dealers and body shops
- Detailers before and after a job
Key features
- Mileage and fuel level
- Photos of every side
- Customer signature as a PDF
What this template asks
What's the customer's name?
Short Text
What's the customer's email address?
Email
What's the customer's phone number?
Phone
Is the vehicle going out or coming back?
Single Choice · Going out, Coming back
Which vehicle is it?
Short Text
What's the mileage?
Number
What's the fuel or charge level?
Single Choice · Full, 3/4, 1/2, 1/4, Empty
How is the exterior?
Single Choice · No damage, Minor scratches or dents, Damage noted below
How is the interior?
Single Choice · Clean, Needs cleaning, Damage noted below
Describe any damage
Long Text · Optional
Upload photos of all four sides and the dashboard
File
Sign to agree with this report
Signature
How to use this template
Copy it
Select Use template and a copy opens in your workspace as an unpublished draft.
Make it yours
Edit any question or answer, choose a theme, and add your logo.
Share it
Publish, then send the link, show a QR code, or embed the form on your site. Responses arrive in Submissions.
Frequently asked questions
What goes in a vehicle condition report?
The vehicle, mileage, fuel or charge level, exterior and interior condition, a description of any damage, photos of every side, and the customer's signature.
When should I fill in a condition report?
Each time a vehicle changes hands: when a rental or loaner goes out and when it comes back, or before and after a detail or body job.
How is this different from a vehicle inspection checklist?
An inspection checklist checks the vehicle is safe to drive. A condition report records damage and wear so both sides agree on the state of the vehicle at handover.