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.
Build a VIN-based service list
Record engine, gearbox, production date and fitted components before ordering. Ask suppliers to cross-check original or proven-equivalent numbers instead of assuming every X3 Pro or related Geely model shares the same part.
Record: Save the source, capture date and VIN reference beside this finding so another candidate cannot inherit it by mistake.
Establish the maintenance baseline
If invoices are incomplete, plan a conservative baseline after inspection: engine oil and filter, air and cabin filters, coolant and brake-fluid assessment, battery test and safety checks. Do not replace fluids blindly without correct specifications.
Record: Enter the verified value and the evidence owner. If the seller supplied the answer, label it seller-stated until independently checked.
Treat the transmission separately
CVT fluid type and procedure must match the gearbox; a universal fluid promise is not sufficient. Manual versions require their own lubricant, clutch and linkage assessment. Record what was done and by whom.
Record: Record what was inspected, what remained inaccessible and who performed the check; silence is an open item, not a pass.
Inspect tyres and brakes
Verify tyre size, load and speed rating, manufacturing dates, damage and wear. Measure brake friction material and examine discs, hoses and fluid. Include destination road and climate conditions in the replacement decision.
Record: Note every destination assumption behind this conclusion and reopen it when the port, buyer country or registration route changes.
Prepare a sensible spare pack
Depending on local support, consider service filters, belts, bulbs, wiper items, sensors or trim clips that are confirmed for the VIN. Avoid expensive speculative parts that cannot be returned or verified.
Record: Attach the supporting photograph, report page or document reference and preserve the original language where translation could alter meaning.
Hand over references
Provide the owner with part numbers, fluid specifications, service evidence, diagnostic notes and supplier contacts. A clear maintenance file is often more useful than a broad claim that parts are easy to find.
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.
- Build a VIN-based service list: confirmed / open / not applicable
- Establish the maintenance baseline: confirmed / open / not applicable
- Treat the transmission separately: confirmed / open / not applicable
- Inspect tyres and brakes: confirmed / open / not applicable
- Prepare a sensible spare pack: confirmed / open / not applicable
- Hand over references: confirmed / open / not applicable
Questions buyers should still ask
Build a VIN-based service list: what should the buyer retain?
Retain the dated document, image or test result that closes “Build a VIN-based service list”, together with the VIN and the name of the person who supplied or checked it. A listing label alone is not sufficient evidence.
Establish the maintenance baseline: what should the buyer retain?
For “Establish the maintenance baseline”, 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.
Treat the transmission separately: what should the buyer retain?
Recheck “Treat the transmission separately” 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.