Pickup Procedure (Pre-Transport Vehicle Handover)

This SOP outlines the required steps when a Manager sends a draft pickup order to a Buyer for vehicle pickup prior to transport. All buyers must follow these procedures to ensure compliance, safety, and proper documentation.

1. Pickup Approval Requirements

Before picking up any unit:

1. Receive Draft Pickup Order

   • Manager will send a draft with vehicle details, dealer info, and pickup instructions.

   • Buyer must confirm receipt and availability.
     
     

2. Provide Required Documents to Manager (mandatory before arriving at pickup location)

   • Dealer Plate (if driving the unit off the lot).

   • OR valid insurance for the vehicle being driven.

   • Proof of insurance MUST be sent to the manager before pickup is approved.

   • Manager will not authorize pickup until documents are verified.
     
     

2. Arrival at Dealership / Pickup Location

Upon arrival:

1. Check in with dealership staff and present any required ID or reference number.

2. Ensure you are authorized to access the vehicle.

3. Obtain keys and any documents provided by the dealer.

3. Mandatory Vehicle Circle Check (Pre-Trip)

Before moving the vehicle, complete a full circle check, similar to a transport driver:

Exterior Check

• Walk around the entire vehicle.

• Inspect for scratches, dents, damage, broken glass, missing parts.

• Check lights, signals, mirrors, tires, wheels, and body panels.

• Confirm VIN matches the draft order.
  
  

Interior Check

• Start the vehicle, verify no warning lights.

• Check mileage and note if it matches expectations.

• Confirm heat/AC, windows, locks, radio, and cameras work.

• Ensure no interior damage or excessive wear.
  
  

Photos/Videos

• Take full exterior photos, including close-ups of any damage.

• Take interior photos, dashboard, mileage, and VIN sticker.

• Send all photos to the manager immediately.

If damage is found, STOP and notify the manager before proceeding.

4. Securing the Vehicle for Drive-Off

If driving the unit:

• Install dealer plate securely.

• Ensure insurance paperwork is in the vehicle or digitally accessible.

• Adjust mirrors, seat, and perform basic safety checks (fuel level, brakes, etc.).

If loading for transport (if applicable):

• Follow transport driver instructions or assist as needed.

5. Vehicle Delivery or Handover to Transport

Once the vehicle is taken from the dealership:

1. Drive directly to the designated location (yard, storage, transporter pickup point).

2. No unauthorized stops or detours.

3. Park safely and hand vehicle over to transport or storage as instructed.
   
   

6. Mandatory Circle Check (Post-Trip)

Upon delivery/handover:

• Perform another full circle check.

• Take arrival photos (all angles, interior, VIN, mileage).

• Note any damage that may have occurred during transit.

• Immediately send photos + notes to the manager.
  
  

7. Completion & Reporting

After the unit is delivered:

1. Confirm delivery with the manager.

2. Submit:

   • Pre-trip photos

   • Post-trip photos

   • Mileage before and after

   • Dealer plate/insurance confirmation

   • Any incident notes

3. Manager will close the draft and log the unit as picked up.
   
   

8. Compliance Reminders

• No pickup is allowed without dealer plate or valid insurance, confirmed by manager.

• Circle checks are mandatory before and after.

• Buyers must handle all units with the same care as a certified transport driver.

• Failure to follow this SOP may result in suspension from future pickups.