Vehicle Condition Report Form – Fill Out and Use This PDF

Updated: Nov 9, 2026

The Vehicle Condition Report form serves as a detailed summary of a vehicle's state, encompassing both its physical condition and the status of its equipment. Crafted for clear communication between repossession agencies, clients, and potential future owners, this document offers a comprehensive snapshot of the vehicle in question, including specifics like the year, make, model, VIN, and detailed notes on any damage or wear. To ensure a smooth and informed transaction or recovery process, completing and understanding this form is essential.

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How to Fill Out RA-641 Vehicle Condition Report

RA-641 Vehicle Condition Report at a glance

What it is: Action Auto Recovery - RA-641 "Vehicle Condition Report" (800) 421-5528.

Who signs: The vehicle is accepted as depicted on this report by Auction, Customer or Transporter, with Print Name and Date.

A filled-in RA-641 Vehicle Condition Report example: a recovery agent reports a scratched bumper

RA-641 Vehicle Condition Report example filled out, example: a recovery agent reports a scratched bumper — Dana Sample of Sample Recovery completes a condition report for a repossessed car. A 2015 sedan with 48,210 miles has one scratch on the front bumper. The picture shows the filled report, and its names and figures are sample values. Front Bumper gets S under OTHER for the scratch, using S= Scratch. The other lines are left blank because only the front bumper is marked. Client is left blank because the story names no client. Nothing goes in Accepting the vehicle as depicted because the report is not yet accepted.

How to fill out RA-641 Vehicle Condition Report, box by box

Client, customer and case

Enter the Client, Case ID Number, Recovery Date & Time, Customer, Legal Owner and Police Dept.

Year, Make, Model, VIN and Plate

Enter the Year, Color, Account #, Make, Model, Recovered From, DR# / Officer Name, VIN, Plate and Mileage.

Use F= Fade / P= Poor / C= Chip / S= Scratch / R= Rust / D= Ding / B= Broken / DD= Dent and W= Worn / T= Torn / D= Dirty / BR= Burn / B= Broken / S= Stained / C= Cracked.

Exterior, interior, mechanical and equipment lines

Under EXTERIOR, mark OK, OTHER or NONE for Top, Windshield, Hood, Grill, Lights, Front Bumper, Splash Pan, R.F. Fender, R.F. Wheel, R.F. Tire, Wheel Cover, R.F. Mirror, R.F. Door, R.F. Glass. Also mark R.R. Glass, R.R. Door, R.R. Fender, R.R. Wheel, R.R. Tire, Wheel Cover, Rear Glass, Trunk Lid, Rear Door, Truck Bed, Bed Liner and Tail Gate. Under INTERIOR, mark OK, OTHER or NONE for Head Liner, Inst Panel, Dash Board, Center Mirror. Also mark Front Carpet, Front Mats, L.F. Seat, L.F. Door Panel, Center Console, R.F. Seat, R.F. Door Panel, Rear Seat, Rear Panels, Rear Carpet, Rear Mats and 3rd Row Seat. Under MECHANICAL, mark OK or OTHER for Engine, Transmission, Clutch, Brakes, Front End, Rear End and Battery. Under EQUIPMENT, fill in Automatic Trans, Standard Trans, Air Conditioning, Power Steering, Power Windows, Power Locks, Power Seats, Power Brakes, Cruise Control, Tilt Wheel, Sun / Moon Roof and Alarm / Security. Also fill in AM / FM Radio, Cassette, 1 CD: or Changer:, # Of DVD / TV Screens:, After Market Sound System, After Market Amp, After Market Speakers, Navigation System. Also fill in Camper Shell, Tano Bed Cover, Construction Rack, Tool Box and Custom Wheels.

Keys, comments and Condition Report Completed By

Fill in Vehicle Runs and Drives, Keys, Major Collision Damage, Personal Effects, Additional Comments, Condition Report Completed By and Vehicle Storage Location. Normal wear and tear and mechanical breakdowns to vehicle while in the possession of the repossession agency, is NOT the responsibility of the repossession agency.

Accepting the vehicle as depicted

The vehicle is accepted as depicted on this report by Auction, Customer or Transporter, with Print Name and Date.

Sources

[1] Action Auto Recovery RA-641, Vehicle Condition Report (the served file; no issuer file found) (the Official source link on this page).

Vehicle Condition Report Form PDF Details

At the heart of every vehicle recovery operation lies the crucial task of documenting the condition of the vehicle in question, and this task is meticulously accomplished through the "Vehicle Condition Report." This comprehensive form, often associated with companies like Action Auto Recovery, details every aspect of the vehicle's state, from the exterior paintwork to the condition of the interior upholstery, right down to the mechanical integrity of the vehicle. It records specific information including, but not limited to, the vehicle’s make, model, year, color, VIN (Vehicle Identification Number), and mileage at the time of recovery. In addition to noting the basic details, the form categorizes the vehicle’s features and conditions using codes such as F (Fade), P (Poor), C (Chip), S (Scratch), among others, to denote the various states of wear and tear or damage that the vehicle might have incurred. The equipment section covers everything from automatic transmission and air conditioning to more specific features like navigation systems or aftermarket sound systems, ensuring a detailed account of what was present and functioning at the time of recovery. Notably, the form not only serves as a record for the recovery agency and the client but also acts as a safeguard, clarifying that normal wear and tear plus mechanical failures while the vehicle is in the agency's custody are not the agency’s responsibility. This thorough documentation is critical for legal purposes, insurance claims, and customer satisfaction, preserving transparency and trust between all parties involved.

Question	Answer
Form Name	Vehicle Condition Report Form
Form Length	1 pages
Fillable?	No
Fillable fields	0
Avg. time to fill out	15 sec
Other names	vehicle condition report form template, vehicle condition report form blank, commercial vehicle condition report form template, recovery vehicle condition report