Every dealership has had the conversation: a customer points at a scratch on their returned loaner, a trade-in turns out to have a cracked bumper nobody noted, or a brand-new car gets delivered with a scuff from the lot. Without photos taken the same way every time, it is your word against theirs. This guide lays out a simple inspection process that works across sales, service and the lot.
Why inspections go wrong
- No standard. Each person shoots different angles, so photos can’t be compared.
- Photos live on personal phones. When you need them, they’re gone.
- Damage is described, not shown. “Small dent rear” doesn’t settle anything.
- Nobody reviews. Rushed walk-arounds go straight into the file.
- The customer never sees it. The first time they hear about a dent is when they’re asked to pay for it.
The five moments to inspect
| Moment | What you’re protecting |
|---|---|
| Trade-in appraisal | The number you offered — reconditioning surprises come out of gross |
| Service drop-off | Your shop from pre-existing damage claims |
| Loaner out and back | Your fleet from unpaid damage |
| Pre-delivery (PDI) | The delivery experience on a new or used sale |
| Lot walk | Inventory condition, missing keys, flat tires before a customer finds them |
The photo set that covers you
Use one fixed sequence for every vehicle so any two inspections line up side by side:
- Front, front three-quarter (both sides), sides, rear three-quarter (both sides), rear.
- All four wheels and tires, close enough to read curb rash.
- Windshield, roof if the vehicle allows, and the VIN plate or door-jamb sticker.
- Odometer and fuel level on the dash, plus warning lights if any are on.
- Interior: front seats, rear seats, cargo area.
An on-screen outline for each angle is what makes this repeatable — the person holding the phone lines the car up with the outline instead of guessing.
Recording damage so it holds up
- Mark the damage on the photo where it is, not just in a text field.
- Pick a type (scratch, dent, chip, crack) and a size so reports read the same across your team.
- Take a close-up with something for scale.
- Let the app time-stamp it — don’t rely on someone typing the date.
The office review step
A manager or service advisor should look at each inspection before it goes to the customer: confirm the damage marks, add a missed one, and decide what happens next (recondition, bill, ignore). This is also where you catch blurry or missing photos while the car is still on site.
The report your customer sees
Close the loop by sending a short report by text — the photos, the damage marks, the date and who inspected it. Customers rarely dispute a scratch they were shown on day one, and a clean professional report quietly tells them your store is careful with their car.
Rolling it out in a week
- Day 1: pick the moments you’ll start with — loaners and service drop-off pay off fastest.
- Day 2: agree on the photo sequence and damage types.
- Day 3: set up the inspection template and the people who review.
- Days 4–5: run it on every car, review together at the end of each day.
- Week 2: start sending the report to customers.
WW Inspections was built for this exact flow at dealerships: an outline for every photo, damage marked in two taps, a step-by-step review in the office, and a report the customer opens from a text.
Frequently asked questions
How many photos should a dealership vehicle inspection have?
Enough to show every panel and wheel once from a fixed set of angles — usually 12 to 24 — plus close-ups of each damage spot. The set matters more than the count: the same angles every time make before-and-after comparisons possible.
Should the customer get a copy of the inspection?
Yes. Sending the report by text at drop-off or delivery, with photos, sets expectations on the spot and stops most disputes before they start.
Who should do the inspection — porters, service advisors or sales?
Whoever touches the car at that moment. A guided app makes the result consistent no matter who walks around it, and the office review catches what they miss.