The purpose of this worksheet is to turn a broad model-name search into a decision that can be checked, quoted and handed over without silently changing assumptions.
Check import eligibility
Ask a licensed destination broker about age, emissions, steering side, safety, conformity, customs classification and document requirements. Use the candidate's actual version rather than a global model name.
Record: Save the source, capture date and VIN reference beside this finding so another candidate cannot inherit it by mistake.
Verify the commercial parties
Identify the seller, exporter of record, contracting entity and payment beneficiary. Understand which party owns or controls the vehicle and who is responsible for documents and preparation.
Record: Enter the verified value and the evidence owner. If the seller supplied the answer, label it seller-stated until independently checked.
Inspect before final commitment
Tie the inspection to the VIN and contract conditions. Agree whether material identity or condition differences permit rejection, price adjustment or replacement before funds become non-refundable.
Record: Record what was inspected, what remained inaccessible and who performed the check; silence is an open item, not a pass.
Prepare the vehicle
Complete agreed maintenance or repair, remove prohibited personal items, secure accessories, photograph condition and record odometer and fuel level. Preparation should have a dated checklist rather than a generic 'export ready' label.
Record: Note every destination assumption behind this conclusion and reopen it when the port, buyer country or registration route changes.
Assemble the document set
Exact documents depend on route, but invoice, vehicle identity, export declarations and shipping records must remain consistent. Share drafts with the destination broker early enough to correct errors.
Record: Attach the supporting photograph, report page or document reference and preserve the original language where translation could alter meaning.
Track the handover
Record transport to port, terminal acceptance, loading or container evidence, bill details and arrival instructions. Keep the buyer informed with documents and milestones rather than unsupported delivery promises.
Record: State the commercial consequence: accept, reject, reprice or request more evidence, together with the person responsible and deadline.
Close the note with a decision record
Write the selected candidate, rejected alternatives, evidence reviewed, unresolved questions, responsible person and next deadline. If another vehicle replaces the candidate, reopen identity, inspection, cost and destination checks. A copied conclusion is not valid for a different VIN.
- Check import eligibility: confirmed / open / not applicable
- Verify the commercial parties: confirmed / open / not applicable
- Inspect before final commitment: confirmed / open / not applicable
- Prepare the vehicle: confirmed / open / not applicable
- Assemble the document set: confirmed / open / not applicable
- Track the handover: confirmed / open / not applicable
Questions buyers should still ask
Check import eligibility: what should the buyer retain?
Retain the dated document, image or test result that closes “Check import eligibility”, together with the VIN and the name of the person who supplied or checked it. A listing label alone is not sufficient evidence.
Verify the commercial parties: what should the buyer retain?
For “Verify the commercial parties”, write down what is verified and what remains an assumption. An open point may be acceptable, but it must stay visible in the price, inspection scope or handover conditions.
Inspect before final commitment: what should the buyer retain?
Recheck “Inspect before final commitment” if the vehicle, destination, route or responsible supplier changes. Conclusions belong to the candidate and dated evidence set; they should not be copied to a replacement VIN.