Part Exchange and Valuation Comparison
Tell the highest offer and the best offer apart by writing down what each one actually includes, not just the number quoted.
VB-05 1 page
Vehicle buying and selling · VB-04
Vehicle Advert Details Worksheet
A free printable worksheet for writing a vehicle advert — spec, history, extras, declared faults and the photographs taken, gathered before you write a word.
Download Free · no sign-up
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
Answer every question a buyer asks once, on paper, instead of going back out to the car each time the phone rings.
Who it is for
Private sellers writing a listing for a car, van, motorcycle or campervan.
How to use it
- Fill it in with the vehicle in front of you and the paperwork in hand.
- Note where each answer came from, so you can point at it later.
- List the faults you are declaring and how you will word them.
- Tick the photographs as you take them, including one of each fault.
- Write the advert from the sheet, then keep it by the phone.
What is on the sheet
2 pages, in this order:
Page 1
Printed under the title: Everything a buyer will ask, gathered in one go before you write the advert — spec, history, extras, faults you are declaring and the photographs you have taken.
Gather it once, answer it once. Fill this in with the vehicle in front of you and the paperwork in your hand. An advert written from memory is where the awkward phone calls come from, and the faults you write down here are the ones you will not have to explain on the driveway.
Write-on lines: Make and model · Registration / plate · Year · Trim or variant · Odometer reading · Fuel or power · Gearbox
Specification and condition — the answers you will be asked for
Table, 12 rows: Detail · What it is · Where the answer came from
Page 2
History and extras
Table, 7 rows: Item · Have it? · Detail to put in the advert
Faults you are declaring — write them down before someone finds them
Table, 5 rows: Fault or mark · Where on the vehicle · How you will word it
Photographs taken
- Front three-quarter
- Rear three-quarter
- Both sides, full length
- Interior — front seats
- Interior — rear seats
- Boot or load space
- Dashboard with ignition on
- Odometer reading
- Engine bay
- Wheels and tyres
- Each declared fault, close up
- Paperwork laid out
Questions
Why write the faults down rather than leave them out?
Because a buyer standing on your driveway will find them, and the ones you have already described are the ones that do not cost you the sale. It also gives you wording you have thought about instead of wording invented on the spot.
Why no guidance on what to ask for the vehicle?
Because a price depends on the model, the condition, the history and the market where you are, and none of that is knowable from a sheet. Gather offers on the Part Exchange and Valuation Comparison instead.
Related sheets
Vehicle Sale and Handover Record
Leave both sides holding the same written account of a private sale, including the odometer reading and exactly what changed hands.
VB-03 1 page
Vehicle Information Sheet
Fill in once the details you are asked for by a garage, an insurer, a parts counter or a hire firm and can never find.
VE-10 2 pages
Vehicle Service Record
Keep a service history in your own hands, so it survives changing garages and is there when you sell.
VE-01 1 page
