Start with the exact vehicle
Record the make, model, year, registration and vehicle identification number when available. Add the collection location and intended destination so the vehicle and route can be considered together.
- Say whether the vehicle runs, steers and brakes.
- Give the external length, width and height when known.
- Mention if access to the vehicle is restricted.
Show its condition before handover
Take clear, dated photographs in good light and keep them with your records. Include each side, the front, the rear and close views of existing marks. Photographs are useful evidence of what was visible, not a guarantee of condition.
- Describe existing damage honestly.
- Include the interior and dashboard where useful.
- Keep the original files rather than edited copies.
Explain modifications and handling needs
Tell us about lowered suspension, oversized tyres, roof racks, tow bars, alarms or other changes that affect size, ground clearance or access. Do not assume a particular loading method will be suitable until the request has been checked.
- Say where the working keys will be available.
- Declare a non-runner or mechanical problem at the start.
- Ask what fuel, battery and security state is required for the checked route and method.
Keep proposed contents separate
Do not assume personal goods can travel inside the vehicle. Declare anything you propose leaving in it and wait for written confirmation, because carrier, safety, route and customs rules can differ.
- Remove loose accessories unless they have been agreed.
- Keep valuables and original personal documents with you.
- Do not place identity documents, payment cards or bank information in the vehicle.
Check ownership, authority and export direction
Be ready to explain who owns the vehicle and who is authorised to hand it over. Finance or leaseholder permission may be relevant. For a permanent UK export expected to last 12 months or more, current GOV.UK guidance normally requires notifying DVLA and following the V5C process; temporary export steps differ.
- Use current official guidance for the direction of travel.
- Ask which ownership or authority evidence applies to the request.
- Do not treat a general checklist as confirmation of destination eligibility, duty, tax or registration.
Give the receiver a clear handover plan
Provide an authorised receiving contact, the correct international phone code and useful destination access details. Estimated dates are planning information only, so the receiver should wait for confirmed instructions before travelling, paying a third party or arranging collection.
- Name the person handing over the vehicle at origin.
- Name the authorised contact at destination.
- Keep route-specific documents and instructions together once they are confirmed.