TAKE INTO YOUR BUYING BRIEF
Three things to record
| Check | What to request |
|---|---|
| Vehicle match | Final identity, version and accepted equipment |
| Condition | Inspection, preparation and dated dispatch evidence |
| Contents | Keys, accessories and vehicle-linked package counts |
Match the final vehicle to the order
Retain the vehicle reference, original version designation and accepted equipment list. If the sourcing process involved a substitution, ensure the final documents and images concern the replacement actually accepted. A similar appearance does not make two records interchangeable.
The quotation guide establishes the commercial scope. Keep agreed changes with the final acceptance record so the dispatch team can identify which specification and supplied items apply.
Retain condition and preparation evidence
Keep original inspection findings, disclosures and completion records for agreed work. Add dated dispatch photographs tied to the vehicle. If the car has moved or been stored since the inspection, identify the date of the newer observations.
The inspection guide explains why a dispatch photograph is not a replacement for a technical assessment. Record any limitation or unresolved concern rather than treating a clean presentation as a new condition certificate.
Count the items supplied
List keys and separately agreed accessories by quantity and description. Associate packages with the vehicle or order reference, particularly when several similar cars share a shipment. The receiver should be able to reconcile the items without relying on a general brochure.
Record any supported access-transfer arrangement without exposing a previous owner’s credentials. Keep personal information out of general logistics photographs and share transaction records only with the parties who need them for the relevant stage.
Coordinate the destination document review
Have the relevant destination-side adviser identify the requirements for the particular vehicle and transaction. Assign responsibility and review timing for each item. A universal list should not be presented as proof of import or registration acceptance.
Use the vehicle identity guide where production and registration descriptions need clarification. At receipt, compare identity, condition and package counts against the dispatch record and retain dated evidence of any discrepancy.
Example: several similar Camrys in one shipment
A batch contains vehicles with different equipment and individually packed keys or accessories. Maintain an index linking each car to its accepted specification and package list. If one item differs on receipt, the teams can investigate that specific discrepancy. The record also helps the dealer describe each customer’s car accurately, without assuming that similar bodywork means every unit was supplied in the same condition or configuration.
Model references: GAC Toyota Camry (China), China configuration sheet (PDF), and Toyota’s US 2025 Camry brochure (PDF). Market-specific information must be matched to the offered vehicle.