Car reconditioning checklist for dealers
A recon checklist moves every car through the same six stages (inspect, mechanical, panel, detail, photos and ready) with a cost cap so recon doesn't eat the margin. Print it or use it on a phone, and sign off each stage.
What’s in it
- Six recon stages with tasks under each
- A cost cap and approval line for each car
- Vendor, quote and actual cost tracking
- Sign-off for each stage and a frontline-ready check
Car reconditioning checklist for dealers
Car details and cost cap
- Stock number, make, model, VIN, odometer.
- Date in; target frontline date.
- Recon budget (cap): $____. Work over the cap needs manager approval before it starts.
- Owned or consigned? If consigned, the owner's approved recon limit: $____.
1. Inspect
- Appraisal notes reviewed; faults listed.
- Each job listed with vendor and quote.
- Total quoted vs cap checked; approval recorded if over.
- Parts ordered.
- Sign-off: ______ Date: ______
2. Mechanical
- Service: oil, filters, fluids as needed.
- Brakes, tyres and suspension items from the inspection.
- Fault codes fixed and cleared; rescan clean.
- Safety certificate or roadworthy items, where required in your state.
- Road test after repairs.
- Quote $____ Actual $____ Invoice attached.
- Sign-off: ______ Date: ______
3. Panel
- Dents, scratches and bumper scuffs repaired.
- Paint match checked in daylight.
- Windscreen chips repaired or glass replaced.
- Wheels refurbished if needed.
- Before and after photos taken.
- Quote $____ Actual $____ Invoice attached.
- Sign-off: ______ Date: ______
4. Detail
- Exterior wash, clay and polish; engine bay clean.
- Interior vacuum, shampoo, odour treatment.
- Headlights restored if cloudy.
- Tyres dressed; glass clean inside and out.
- Quote $____ Actual $____
- Sign-off: ______ Date: ______
5. Photos
- Full shot list taken in the same location and order every time.
- Exterior angles, interior, dash with odometer, boot, engine, tyres.
- Any remaining marks photographed honestly.
- Walkaround video recorded.
- Sign-off: ______ Date: ______
6. Ready
- Price set and listing written; ad live.
- Keys tagged and logged; spare key stored.
- Statutory warranty status and any required notices or signs on the car.
- Total recon: quoted $____ actual $____ vs cap $____.
- Days in recon: ____.
- Frontline sign-off: ______ Date: ______
Using it
- Set the cost cap from your offer calculation before the car arrives, not after you see the quotes.
- For consigned cars, only do work the owner has approved in the agreement, and keep invoices for the settlement statement.
- Safety certificate, roadworthy and warranty rules differ by state. See statutory warranty.
- Track days in recon. Every day a car isn't on the lot adds holding cost; work it out with the holding cost calculator.
Questions dealers ask
What are the stages of car reconditioning?
Inspect, mechanical, panel, detail, photos and ready. Each stage gets signed off before the car moves on.
How much should a dealer spend on recon?
Set a cap per car from your offer calculation: target retail minus buy price, holding cost, fees and your target margin. Work over the cap needs approval.
Who pays for recon on a consigned car?
Usually the owner, deducted at settlement, but only for work they approved in the consignment agreement.
Stop doing this in a spreadsheet.
The app works this out on every car automatically, from appraisal to settlement. Leave your email and we’ll show you on one of yours.
More free calculators and templates, or see pricing.