Vehicle check-in checklist with photos for auto repair shops
For: Auto repair, body and paint, quick lube and tire shops · Updated October 25, 2026
Short answer
Do the check-in before the vehicle moves: photograph all four sides, the dashboard with the mileage, and every visible damage up close; note the fuel level, valuables and what the customer asked for; and have the customer sign the checklist. With the signature and photos saved and dated, a "that scratch wasn't there" complaint is settled in seconds.
What to photograph every time
- All four sides and the four corners (that's where most dents are).
- The dashboard switched on: mileage, fuel level and warning lights.
- Every scratch, dent, broken light or scuffed rim, up close and with something for scale.
- The interior if it has stains, tears or missing items (mats, radio, spare tire).
- The license plate, so the photos are tied to the right vehicle.
The minimum checklist
- Customer and vehicle details: name, WhatsApp, plate, make, model and year.
- Mileage and fuel level at check-in.
- Condition of body, glass, lights and tires (fine / damaged / n/a).
- Items the customer leaves and accessories (jack, tools, documents).
- What the customer asked for, in their words, and whether they authorize a paid diagnosis.
- Customer signature and date.
How to get it signed without paper
Paper gets lost or wet. The practical way is a signature from the customer's phone: they get a link or a code on WhatsApp, review the photos and sign. The check-in is stored with date and time, ready to show when needed.
If someone else drops the car off, send the checklist to the owner so they can review and sign before work starts.
Mistakes that end in disputes
- Taking photos after moving or washing the car.
- Photos from too far away to see the damage.
- Not recording the check-in mileage.
- Keeping the photos on a mechanic's phone instead of in the work order.
How Sherom does it
- You take the photos from your phone when you open the order, and they stay in the order with a date.
- A ready-to-fill check-in checklist: body, dashboard, fuel, items and the customer's request.
- The customer signs from their phone with a code sent on WhatsApp.
- The signed check-in stays in the vehicle's history by plate.
Frequently asked questions
Is a signature from the phone valid?
It proves the customer reviewed and accepted the vehicle's condition, with date, time and the code they received on WhatsApp. For bigger disputes, check your country's rules on electronic signatures.
How many photos should I take?
Eight to fifteen is usually enough: four sides, four corners, dashboard and interior, plus one close-up per damage.