Hauling terms
Vehicle damage report
By Mike Shelton · Updated · How we check facts
Vehicle damage report: In car hauling, a vehicle damage report, or condition report, records every scratch, dent, chip and crack on a vehicle at pickup and again at delivery, with photos and signatures. It is how a carrier proves which damage was already there and which, if any, happened in transit.
What to record
- VIN, year, make, model and color.
- Every existing mark on a diagram, with its size and location.
- Mileage and fuel level when the shipper asks for them.
- Photos of all sides, the roof, the interior and each mark, time-stamped.
- Signatures from the person releasing the vehicle and the person receiving it.
Why it decides claims
Damage is the most common dispute in car hauling. If a dealer reports a dent at delivery, the report from pickup shows whether it was there before loading. Without it, the carrier usually pays. Loading damage also comes from securement: each vehicle needs at least two tiedowns, front and rear, at the right points. 49 CFR 393.128Checked October 2026 Photos of the tiedowns help when a claim blames loading.
In practice EXAMPLE
At an unstaffed dealer lot at night, a driver picks up two cars with no one to sign. They photograph every side of both, note the time and that the lot was unattended, and email the photos to the broker before leaving. At delivery the receiver notes a scratch on one car; the night photos show it was there at pickup, and the claim is closed. Price loads with the car hauler load profit calculator, and see car hauling statistics and tanker truck accidents for safety data.
When damage does happen
If a car is damaged in transit, note it on the delivery report honestly, photograph it, and tell the broker or shipper right away in writing. Most claims go through the carrier's cargo insurance, and a quick, documented report makes the claim faster and fairer. Look at the cause too: a loose strap, a low branch at a dealer lot or a deck adjustment. Fixing the cause prevents the next claim, which costs more than any one repair.
Keep every report, signed copy and photo for each load in one folder, by date and VIN, so you can find them fast when a claim arrives weeks later.
Questions
01What if the receiver won't sign the damage report?
Write down that they declined to sign, with their name, the time and the place, take photos of the vehicle at delivery, and tell the broker or shipper right away in writing. A clear record made at the time is far stronger than an explanation days later when a claim arrives.