Trade-In Vehicle Appraisal Inspection Checklist

This trade-in vehicle appraisal inspection checklist provides a systematic, consistent process for evaluating customer trade-in vehicles to determine accurate market value and reconditioning cost estimates. Designed for used car managers, sales managers, and appraisal technicians to document vehicle condition for fair, defensible trade-in offers compliant with FTC disclosure requirements and dealer appraisal policies.

Industry: Automotive Dealership
Frequency: Per Vehicle
Estimated Time: 20-30 minutes
Role: Used Car Manager / Appraiser / Sales Manager
Total Items: 33
Compliance: FTC Used Car Rule (16 CFR Part 455), Federal Odometer Act, NHTSA Safety Recall Disclosure, State Dealer Licensing Requirements, UK Consumer Rights Act 2015

Vehicle History & Documentation

Review all available documentation and vehicle history to establish baseline condition and ownership background.

Title presented - clean, no brand (salvage, flood, lemon, rebuilt)?
Service records or service history available and reviewed?
Open safety recall check completed?
Customer signed odometer disclosure statement?
Vehicle history report run and reviewed with customer if possible?

Mechanical Condition - Quick Assessment

Rapid mechanical assessment to identify major issues affecting appraised value and reconditioning cost estimates.

Vehicle starts immediately and idlesstably with no warning lights?
Transmission shifts without slipping, jerking, or delay?
Brakes stop vehicle effectively with no noise, pull, or pulsation?
No active fluid leaks visible on ground or under hood?
Exhaust clean (no blue/white smoke indicating oil burn or coolant leak)?
A/C blows cold and heater produces adequate heat?

Cosmetic Condition Assessment

Document all cosmetic defects systematically to build an accurate reconditioning cost estimate.

Paint condition graded (Excellent/Good/Fair/Poor) and defects documented?
All dents and dings documented by panel with size estimate?
Evidence of prior body repairs assessed (paint depth gauge)?
Interior graded and damage (tears, stains, burns) documented?
Windshield chips/cracks noted (affects value and safety inspection)?
Tire tread depth estimated on all four tires?

Value & Market Factors

Document key value-affecting factors beyond condition for accurate market-based valuation.

All factory options and packages verified against window sticker/build sheet?
Number of prior owners noted from history report?
Geographic factors noted (rust belt, high-humidity, salt state)?
Preliminary reconditioning cost estimate calculated?
Market value checked (NADA, KBB, Black Book, auction data)?
Trade-in offer documented and justified with condition notes?

Safety Recall & Compliance Check

Quick safety recall verification and compliance items that affect trade-in disposition and retail eligibility.

Open NHTSA safety recalls identified and documented?
Recall repair cost (if dealer must complete) factored into offer?
Airbag system intact - no deployed bags, no SRS warning light?
Vehicle likely to pass state emissions inspection (no MIL)?
Title available and customer prepared to sign over at deal completion?

Appraisal Documentation & Offer

Complete appraisal documentation package for file retention and customer transparency per FTC and dealer compliance requirements.

Formal appraisal form completed with all condition items documented?
Condition photos taken (exterior, interior, damage areas, odometer)?
Customer signed appraisal acknowledging condition representation?
Written offer amount documented on appraisal form?
Appraisal file retained per dealer records retention policy (minimum 3 years)?

Related Automotive Checklists

Related Dealership Operations Checklists

Why Use This Trade-In Vehicle Appraisal Inspection Checklist?

This trade-in vehicle appraisal inspection checklist helps automotive dealership teams maintain compliance and operational excellence. Designed for used car manager / appraiser / sales manager professionals, this checklist covers 33 critical inspection points across 6 sections. Recommended frequency: per vehicle.

Ensures compliance with FTC Used Car Rule (16 CFR Part 455), Federal Odometer Act, NHTSA Safety Recall Disclosure, State Dealer Licensing Requirements, UK Consumer Rights Act 2015, India Consumer Protection Act 2019, MVDA (Motor Vehicle Dealers Act - Australia). Regulatory-aligned for audit readiness and inspection documentation.

Frequently Asked Questions

What does the Trade-In Vehicle Appraisal Inspection Checklist cover?

This checklist covers 33 inspection items across 6 sections: Vehicle History & Documentation, Mechanical Condition - Quick Assessment, Cosmetic Condition Assessment, Value & Market Factors, Safety Recall & Compliance Check, Appraisal Documentation & Offer. It is designed for automotive dealership operations and compliance.

How often should this checklist be completed?

This checklist should be completed per vehicle. Each completion takes approximately 20-30 minutes.

Who should use this Trade-In Vehicle Appraisal Inspection Checklist?

This checklist is designed for Used Car Manager / Appraiser / Sales Manager professionals in the automotive dealership industry. It can be used for self-assessments, team audits, and regulatory compliance documentation.

Can I download this checklist as a PDF?

Yes, this checklist is available as a free PDF download. You can also use it digitally in the POPProbe mobile app for real-time data capture, photo documentation, and automatic reporting.