Car Delivery Checklist: Arrival Inspection After Import
Use a vehicle arrival inspection to match each VIN and its condition to the departure file before onward handover. Give the receiving team a delivery inspection checklist, release instructions and accessory inventory. Preserve a shipping damage report for any discrepancy and follow the applicable claims procedure.
Prepare the receiving file before the cars arrive
The receiving file should include the bill of lading or transport reference, VIN list, departure photographs, accepted findings and supplied-item inventory. Confirm customs release, collection authority and terminal access with the responsible parties before arranging the collection.
Set the collection window and identify outstanding charges, including possible port storage charges. A VIN check and a record of missing accessories should be completed at the earliest permitted handover. Note any access limits so the next inspector knows what remains unchecked.
| Check | Record at collection |
|---|---|
| Identity and count | VIN for each unit, model, quantity, collection location, date and time. |
| Visible condition | Walkaround photographs, affected panels, glass, wheels and any accessible concerns. |
| Mileage and indicators | Displayed odometer and warning messages where access and operation are permitted. |
| Supplied items | Agreed keys, tools, charging equipment, manuals and other listed accessories. |
| Handover | Receiving party, transport reference and any discrepancy noted through the required process. |
| Next action | Who receives the report and whether a further inspection or other instruction is needed. |
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Match each car with its departure condition record
Photograph both the vehicle reference and the area being assessed. Compare the arrival views with the departure record, then retain the proof of delivery and any recorded exceptions. State if the underside, cabin or a test function could not be checked at that location.
For a container, have the responsible party record the container seal and reference as applicable, along with opening and unloading evidence. Follow the terminal and packing provider's instructions. Vehicle collection and return of empty equipment can involve separate deadlines and charges.
What to do about transport damage or a missing item
Send a notice of claim or initial damage notification through the procedure required by the actual carrier and marine cargo insurance policy. Include the VIN, shipment reference, discovery time and photographs, with the departure and receiving records. Establish whether a survey or further inspection is needed before repair or onward movement.
Höegh Autoliners publishes its own claims guidance; another carrier or insurer can require a different process. Use the instructions and deadlines for your shipment. Keep transport damage, a vehicle fault and missing sales-order items separately identified so each reaches the appropriate provider. Leave an unresolved cause recorded as unresolved.
Source 1
Finish the local handover and registration work
Have the broker confirm the remaining clearance and registration steps. Keep the final invoice, vehicle list, transport documents and local records together by VIN. Clearance from a terminal does not, by itself, establish that the car is ready for road use.
For an EV, arrange the agreed commissioning and charging check with the appropriate provider. Give the next owner or fleet team the manuals, verified equipment information, maintenance records and support contact supplied for that vehicle. Record anything still outstanding before closing the purchase file.
Questions about collecting imported cars
Should I wait until the car reaches my showroom to check it?
Arrange the earliest permitted receiving inspection and record where the condition was checked. A later showroom inspection may still be needed, but preserve the evidence from each handover. Ask the carrier or insurer how to record an issue discovered later.
What if the car cannot be started at collection?
Record the condition and notify the responsible party. Ask for handling and diagnostic instructions from the appropriate provider rather than assuming the cause. Confirm any additional movement or inspection before it is arranged.
Is every arrival problem covered by shipping insurance?
Check the policy, exclusions, insured journey and evidence requirements. Report the facts and let the relevant provider review the issue. Keep any sales-order or warranty request distinct so it reaches the right contact.
Sources
Discuss your vehicle order
Share the model, quantity and destination so we can discuss sourcing and delivery options.