Vehicle Intake Form

Vehicle Intake Form Template for Canada

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Key Requirements PROMPT example:

I need a Vehicle Intake Form for my luxury car dealership service center that includes enhanced liability protection clauses and specific sections for high-value vehicle documentation, with extra emphasis on pre-existing condition photography requirements and insurance coverage verification.

Document background

The Vehicle Intake Form is a critical document used across Canadian automotive service centers, repair shops, and dealerships to establish a clear record when accepting vehicles for service or repair. This document serves multiple purposes: it provides legal protection for both the service provider and the customer, ensures compliance with Canadian federal and provincial regulations, and creates a detailed record of the vehicle's condition and requested services. The form includes essential information about the vehicle, its owner, the reason for service, and any pre-existing damage or conditions. It's particularly important for managing liability, setting service expectations, and maintaining clear communication between all parties involved. The document must comply with provincial consumer protection laws, federal privacy regulations (PIPEDA), and various transportation safety standards applicable in Canadian jurisdictions.

Suggested Sections

1. Customer Information: Basic details of the person bringing in the vehicle, including full name, contact information, and identification details

2. Vehicle Information: Essential vehicle details including make, model, year, VIN, license plate number, and current odometer reading

3. Vehicle Condition: Documentation of the vehicle's current condition, including any visible damage, operational status, and existing issues

4. Service Request: Primary reason for vehicle intake, including customer-reported issues and requested services

5. Personal Items Declaration: List of any personal items left in the vehicle or removed before intake

6. Authorization: Customer's authorization for work, storage, and handling of the vehicle

7. Terms and Conditions: Standard terms covering liability, storage fees, abandoned vehicle policies, and other legal provisions

8. Signatures: Designated spaces for customer and facility representative signatures, including date and time of intake

Optional Sections

1. Insurance Information: Required when the service is insurance-related or when the vehicle is being held for insurance assessment

2. Third-Party Authorization: Used when someone other than the registered owner is dropping off the vehicle

3. Commercial Vehicle Details: Additional information required for commercial vehicles, including DOT numbers and fleet information

4. Warranty Claims: Required when the service or repair is covered under manufacturer or extended warranty

5. Previous Service History: Optional section for tracking previous service history at the facility

6. Special Handling Instructions: Used for vehicles requiring specific handling procedures or precautions

Suggested Schedules

1. Schedule A - Vehicle Condition Report: Detailed checklist and diagram for marking existing damage and vehicle condition

2. Schedule B - Photo Documentation: Standard photo checklist and attachment of vehicle condition photos

3. Schedule C - Personal Items Inventory: Detailed inventory form for documenting personal items left in vehicle

4. Appendix 1 - Service Center Terms and Conditions: Complete terms and conditions of service

5. Appendix 2 - Privacy Policy: Detailed privacy policy regarding handling of personal and vehicle information

Authors

Alex Denne

Head of Growth (Open Source Law) @ tiktok��˰� | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

alex.den.21@genieai.co

Relevant legal definitions

Clauses

Relevant Industries

Automotive

Transportation

Fleet Management

Vehicle Repair and Maintenance

Insurance

Automotive Dealerships

Vehicle Rental

Commercial Transportation

Emergency Services

Relevant Teams

Service

Reception

Customer Relations

Quality Control

Administration

Documentation

Technical Support

Warranty

Claims Processing

Vehicle Assessment

Relevant Roles

Service Manager

Service Advisor

Automotive Technician

Shop Foreman

Customer Service Representative

Fleet Manager

Quality Control Inspector

Warranty Administrator

Service Director

Dealership Manager

Body Shop Manager

Claims Adjuster

Vehicle Inspector

Reception Manager

Documentation Specialist

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