Form library · Quality and compliance
Vehicle handover form
For people handing over and receiving a vehicle. Record vehicle and custody, condition evidence and equipment and acknowledgement. Try the form below, see every question or download a blank PDF or Word copy.
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See it on this phoneEvery question is editable. Add this form to your account, then change the wording, add or remove questions and options, and make it fit your own jobs.
Does a condition handover establish that a vehicle is roadworthy?
No. GOV.UK explains that the driver is responsible for making sure a vehicle is safe to drive. A custody or damage record is not a safety inspection. Where the record identifies a person, ICO principles require appropriate minimisation, security and retention of their information.
Last updated . Facts checked by the SiteSurvey team on 6 October 2026 against GOV.UK vehicle maintenance and safety and ICO data protection principles for small organisations.
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Answer a few questions and watch it adapt. Your answers are not saved, and any photos you add are deleted within the hour.
This is the real form as your team would use it: questions appear as you answer, scores work themselves out and you can add photos and signatures. No sign-up needed.
Want to see one filled in? See a completed vehicle handover and condition record report (PDF), made by SiteSurvey from a fictional site visit.
Fill it in on a phone or tablet
Your team completes the vehicle handover and condition record on site in the SiteSurvey app on iPhone, iPad and Android phones and tablets. The project name and address fill in for them, it works without signal, and it syncs when the device is back online with photos kept against the question they answer.
Customers and subcontractors do not need the app: send them a link and they can fill it in from any browser.
Every question in the vehicle handover and condition record template
A vehicle custody record with mileage, fuel or charge, existing damage, equipment and documents, handover terms and both parties acknowledgement. 5 sections and 35 questions. Follow-up questions and guidance appear only when an answer calls for them, so the person on site never sees the ones that do not apply.
Make it your own: every question is editable
This is a starting point, not a fixed form. Once it is in your SiteSurvey account you can reword any question, add or remove questions, sections and answer options, and add your own logo, so it fits the way your team works and the jobs you do.
Details you only enter once
Add this form to a project in SiteSurvey and it fills in what the project already knows, so nobody on site retypes it and every form on the job uses the same names. Anything filled in can still be changed.
- Project: the project name
- Site or premises address: the site address, from the space or the project
- Client or organisation: the project's customer
Record details and scope
- ProjectShort answer
Filled in from the project in SiteSurvey.
Fills in from the project name - Site or premises addressShort answerFills in from the site address, from the space or the project
- Client or organisationShort answerFills in from the project's customer
- Record date*Date
- Person completing the record*Short answer
- CheckThis records agreed observations and custody. It does not replace driving entitlement checks, insurance, a rental agreement or a pre-use safety check.
- CheckNo. GOV.UK explains that the driver is responsible for making sure a vehicle is safe to drive. A custody or damage record is not a safety inspection. Where the record identifies a person, ICO principles require appropriate minimisation, security and retention of their information.
Vehicle and custody
- Vehicle registration and fleet reference*Short answer
- Make and modelShort answer
- Handover type*Choose one
- Issue
- Return
- Transfer
- Handed over by*Short answer
- Received by*Short answer
- Odometer readingNumber
- Fuel level or charge percentageShort answer
- Agreement or allocation referenceShort answer
Condition evidence
- Condition observationRepeat for each condition observation. Each one asks:
- Area or component*Short answer
- Observed condition or damage*Notes
- Observation agreed?*Choose one
- Agreed
- Disputed
- Other party absent
- Comments or disagreementNotes
- Supporting photosPhotos
Equipment and acknowledgement
- Keys, equipment and documents transferredNotes
- Areas not checked and other limitationsNotes
Describe anything that prevented an agreed condition record. Distinguish an unobserved area from one checked without damage.
- Separate safety check referenceShort answer
- Handing-over party signatureSignature
- Receiving party signatureSignature
- Reason where a party has not signedNotes
Actions and review
- Are further actions required?*Choose one
- Yes
- No
- Further actionRepeat for each further action. Each one asks:Shown when “Are further actions required?” is “Yes”
- Action and evidence reference*Notes
- Person responsible*Short answer
- Target dateDate
- Action status*Choose one
- Open
- In progress
- Completed
- Completion evidence*NotesShown when “Action status” is “Completed”
- Outstanding limitations and information to pass onNotes
- Record status*Choose one
- Ready for review
- Further work needed
- Work or use stopped
- Reviewed byShort answer
- Review dateDate
- Author signature*Signature
- CheckSigning records the information entered. It does not itself certify legal compliance, remove a limitation or authorise unsafe work.
Scope and responsibility
This records agreed observations and custody. It does not replace driving entitlement checks, insurance, a rental agreement or a pre-use safety check.
What a useful entry looks like
Areas not checked and other limitations
Describe anything that prevented an agreed condition record. Distinguish an unobserved area from one checked without damage.
Roof condition not recorded because a suitable viewing position was unavailable. Both parties were told of this limitation before handover.
Fictional example of record wording. Use the actual evidence and approved arrangements for your job; this is not a completed report or an instruction to carry out the work.
See it filled in
A completed vehicle handover and condition record report, made by SiteSurvey from a fictional site visit: every answer, the photos, the guidance that applied and the sign-off, ready to send as a PDF.
Vehicle Handover and Condition Record FAQs
How should I record “Areas not checked and other limitations”?
Describe anything that prevented an agreed condition record. Distinguish an unobserved area from one checked without damage.
Can it record a disagreement about damage?
Yes. Each observation can be agreed, disputed or recorded with the other party absent, with comments and photographs.
Is this a daily vehicle inspection?
No. Use the vehicle pre-use form for safety checks. This form records condition and custody at an issue, return or transfer.
Does a signature settle liability?
The signature records acknowledgement of the observations entered. It does not determine legal liability or replace the relevant agreement.
What are the limits of this template?
This records agreed observations and custody. It does not replace driving entitlement checks, insurance, a rental agreement or a pre-use safety check.
Can I complete this form on site and share the record?
In the SiteSurvey app the form works offline, with photos and signatures recorded against the questions. Share the completed record as a PDF or a link. Dates and action owners are recorded fields; this form does not send reminders or update other systems.
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Templates that go with the vehicle handover and condition record form
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A warehouse walk-through covering aisles, storage, pedestrian routes, loading areas, handling, emergency access and corrective actions.
Daily check before using a van, car, forklift or other mobile plant. Failed items get a photo and a note, with the result, who it was reported to and a supervisor sign-off.
One issue, fast: where, what, photo, priority, who owns it.
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