Vehicle Advert Details Worksheet
Answer every question a buyer asks once, on paper, instead of going back out to the car each time the phone rings.
VB-04 2 pages
Vehicle buying and selling · VB-19
Private Car Sale Enquiry and Viewing Log
A free printable private car sale log: enquiries with warning signs marked, viewings and test drives with ID and cover seen, and checks before handing over keys.
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2 pages. Choose your paper size — both versions are laid out identically, so neither one gets shrunk to fit.
Print it and write on it
Fill it in type and save
The fillable versions have real form fields — open them in any PDF reader, type into them and save. Printing help.
What this sheet is for
Keep track of every buyer for a car you are selling yourself, and spot the scams early. The handover checks on page two make sure the money has really cleared before the keys go.
Who it is for
Anyone selling a car, van or motorbike privately.
How to use it
- Log every enquiry as it comes in, with where they saw the advert and what they asked.
- Mark any warning sign by its letter, and think twice before booking a viewing where two appear.
- At each viewing, have someone with you, see the buyer's ID, and see their licence and insurance before a test drive.
- Do not cut the price for a fault until your own mechanic has looked at it.
- Tick the handover checks on the day, and hand over the keys only once the payment has cleared.
What is on the sheet
2 pages, in this order:
Page 1
Printed under the title: Every enquiry and viewing for one car you are selling yourself: who got in touch and how, any warning signs, the checks made before a test drive, and confirmation that the money had cleared before the keys went.
Warning signs, as letters. Mark warning signs by letter in the Signs column: D asked you for a deposit or fee, N will not come and see it, S sending someone else or a courier, P an unusual payment or an overpayment, H pushing you to hurry. None is proof of a scam, and an honest buyer can show one, but two together are worth stopping for.
Write-on lines: Vehicle and registration · Advertised on · Asking price · Advert placed
Enquiries — every call, message and email, including the ones you ignore
Table, 12 rows: When · Name · Contact · Saw it on · Asked about · Signs · Viewing
Page 2
Viewings and test drives — have someone with you, and keep hold of the keys
Table, 6 rows: Date · Buyer · ID seen · With you · Licence · Insured · Drive · Faults raised · Offer · Outcome
Before the keys go — tick each one on the day of the sale
- Buyer's name and address checked against their ID
- Payment shown as cleared in your own account, not on their screen
- Cleared funds checked with your bank, by a number you looked up
- No overpayment to refund, and no courier collecting
- Personal items, toll tags and garage remotes taken out
- Private number plate taken off first, if you are keeping it
- Spare keys, service book and manuals together for the buyer
- Sale and handover record filled in and signed by both of you
- Registration authority told of the new keeper, as the rules where you are say
- Insurance, tax and any parking permit cancelled or moved
Write-on lines: Sold to · Price agreed · Payment cleared, checked with your bank on · Keys handed over
Ruled lines: Notes: anything odd about an enquiry, and what you did
Questions
What are the warning signs?
Requests for a deposit or fee, buyers who will not come and see the car, people sending someone else or a courier, unusual payments or overpayments, and pressure to hurry. None proves a scam on its own, but each is worth noting, and two together are worth stopping for.
Does this replace the sale and handover record?
No. This log covers everything before the sale. The sale and handover record is the document both of you sign on the day, with the price, date and what was handed over.
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