Use the deal record to identify the vehicle
Send the full VIN, year, make, model, and color with the signed assignment. Include the buyer and co-buyer information relevant to the account, plus the most recent address and contact details in your records.
A stock number is useful inside the dealership but should not replace the VIN. Note changes since the sale, such as a known replacement vehicle description, damage report, or a key issue, so the recovery order refers to the actual collateral.
Keep sales and collections instructions aligned
A buyer may contact a salesperson while another employee is handling collections. Name the dealership contact who controls holds, payment arrangements, cancellation, and reactivation of the order.
If someone reports a proposed payment or return, communicate the dealership’s decision before the field assignment changes. Do not rely on an informal message reaching every person working the case.
Prepare for return to the dealership
- Confirm whether the recovered vehicle should return to your lot or remain in storage.
- Provide the lot address and the person who can accept delivery.
- Describe whether keys are available and whether the vehicle runs.
- Arrange the handoff of condition records and relevant documents.
- Keep personal belongings separate from the dealership’s inventory process.
Discuss multiple orders before sending them
For several open assignments, give each vehicle its own reference and current instructions. One cancelled order should be distinguishable from the rest of the batch. The same applies when a dealer updates the last known location of only one vehicle.
Contact us to discuss the number of assignments and the markets involved. Discuss any volume pricing or standing assignment arrangement with us before sending the orders.