Identify the creditor and the submitting team
When a finance company, servicer, or authorized representative places the order, identify the secured creditor and who can direct the assignment. Include the account identifier your team uses, along with the VIN and supporting authorization.
Specify where questions should go. A general office number may not reach the person who can clarify a hold, authorize an additional action, or approve a change in the vehicle’s destination.
Keep location updates separate from status changes
A new address is an update to a lead. A cancelled or held order is a change to authority. Make that difference explicit in messages so the team does not treat a location update as permission to reactivate a stopped assignment.
Include dates on sightings and contact notes, especially when a case passes between servicing groups. Older information can still be useful, but it should be recognizable as historical information.
Coordinate coverage across Tennessee
Our business is based in Nashville and coordinates coverage across the state. Tell us the actual vehicle location and the city or county involved. Do not assume a lender’s mailing address identifies the field market.
For an account that needs a locate review before recovery, use the auto-repossession skip-tracing checklist. For several markets, review the service-area page and discuss your assignment needs directly.
Define the reporting and disposition handoff
- Who receives confirmation and exception updates.
- Which account reference belongs on condition records and invoices.
- Whether the vehicle should be stored or delivered after recovery.
- Who can authorize the carrier or receiving facility.
- Any additional documentation requirements to confirm before the order is accepted.