Spot Delivery Conditional Sale Agreement Audit Checklist

It covers the file review needed when a vehicle is delivered before final financing approval. The checklist walks through deal file identification, the conditional delivery agreement, insurance and delivery authorization, financing disclosures, recontracting records, and corrective action. It is designed to confirm the release file is complete and that any deficiency is documented before the deal moves forward.

Use it at the time of spot delivery, before or immediately after the vehicle is released, and again if the deal is recontracted. It is especially useful when financing is pending, lender stipulations are still open, or the customer is taking delivery under a conditional sale agreement. It should not be treated as a post-funding form only, because missing documents are easiest to catch before the vehicle leaves.

A finance manager, compliance manager, desk manager, or other authorized reviewer should complete it. The reviewer should be someone who can verify signatures, dates, disclosures, and lender conditions against the deal jacket. In smaller stores, the F&I manager may complete the checklist, but a second review is often helpful for high-risk or recontracted deals.

This checklist supports dealership compliance controls around conditional delivery, consumer disclosures, and recordkeeping. It aligns with common dealer compliance expectations under state spot delivery rules, lender requirements, and general consumer protection practices. It is not a substitute for legal review, but it helps document that the file was checked for missing signatures, incomplete disclosures, and unresolved financing conditions.

Common issues include a missing or incomplete conditional delivery agreement, insurance proof that does not name the correct vehicle or effective date, and finance disclosures that were not signed or dated. It also catches recontracting files where the revised terms are not clearly documented or the customer acknowledgment is missing. Another frequent problem is a delivery authorization that was never approved by a manager.

Yes. You can add store-specific approval steps, lender-specific stipulations, state-required disclosures, or extra sign-off fields for management review. Many dealerships also add fields for e-signature status, funding follow-up, or a note section for exception handling. Keep the core sequence intact so the file review still follows the actual delivery workflow.

A manual review often depends on memory and informal handoffs, which makes it easier to miss a signature, date, or recontracting document. This checklist creates a repeatable file audit that shows what was checked, what was missing, and who signed off. It is better suited for consistent compliance tracking and for documenting corrective action when a deficiency is found.

Yes. It works well as a paper checklist, a digital form, or a review step inside a DMS or document management system. You can link it to scanned deal jackets, e-signature records, insurance documents, and lender stipulation tracking. The key is to keep the checklist tied to the actual deal file so the reviewer can confirm each required document is present.