Tow-In Vehicle Intake and Storage Log

Use this template when a non-drivable vehicle arrives by tow and needs to be logged before any repair work begins. It captures vehicle identification, arrival details, storage placement, intake condition, and whether repair authorization has been received. That makes it easier to track custody and avoid disputes about condition or release status.

It is usually completed by the service advisor, lot attendant, tow coordinator, or shop manager who receives the vehicle. The person entering the record should be the same person, or clearly identified, as the one who physically received the unit. That helps create a reliable audit trail if questions come up later.

Use it for every tow-in or non-drivable vehicle intake, not just for damaged or high-value units. Consistent use is what makes the storage log useful for chain of custody and lot management. If a vehicle is moved between spaces or released, update the record rather than creating an informal note elsewhere.

Only collect the PII you actually need to contact the customer or document the intake. Avoid unnecessary fields such as full payment details, sensitive personal notes, or extra identifiers that do not support repair authorization or custody tracking. The notes_on_pii section is there to remind staff how the data will be used and shared.

The storage section records where the vehicle is parked, who received it, and whether keys were handed over. That creates a clear trail from arrival to storage and reduces the chance of misplacement, unauthorized movement, or release errors. It also helps when multiple tow-ins arrive on the same day.

Common mistakes include leaving the condition summary too vague, skipping the exact storage space, and failing to record whether the vehicle was drivable on arrival. Another frequent issue is not updating the authorization status after approval or hold release. Those gaps make the record less useful for repair scheduling and dispute resolution.

Yes. You can add fields for bay assignment, lot zone, photo upload links, tow ticket number, or after-hours intake if your workflow needs them. Keep the form lean and use conditional logic so extra fields only appear when they apply, which supports data minimization and easier completion.

It can be paired with shop management software, inventory tracking, or document storage by using the authorization reference, vehicle identifiers, and intake date as matching fields. Many teams also link photos or damage reports from the same record. The key is to keep the intake log as the source of truth for arrival and storage details.

Start by defining who receives vehicles, who assigns storage spaces, and who updates release status. Then train staff on required versus optional fields, especially the condition notes and chain-of-custody fields. A short rollout checklist and a few sample completed logs usually help teams adopt it quickly.