Intake routine
First breath
Open the driver's door and note the smell before entering.
Look for clues
Ash, burns, fresheners, stains, hair, crumbs or other residue.
Run the HVAC
Fan on high, AC and heat; note vent smells.
Check moisture
Press footwell and cargo carpet; lift the cargo floor.
Photograph
Headliner, seats, glass haze, stains and any evidence of smoking or water.
Intake record
| Item | Note |
|---|---|
| Overall odor (none / faint / strong) | |
| Type (smoke, mildew, food, fuel, other) | |
| Strongest location | |
| Vent smell | |
| Moisture found | |
| Headliner and glass condition | |
| Customer's explanation | |
| Recommended recon steps |
Intake shorthand
- Light odor
- Fades with airing; routine detail likely enough.
- Residue odor
- Smoke or film on surfaces; needs deep cleaning and HVAC work.
- Moisture odor
- Musty with damp carpet; investigate for leaks first.
Why it pays off
A clear intake note explains the appraisal to the customer and gives reconditioning staff a starting point. If a buyer later asks whether the car was a smoker, the dealer has a record of what was found and what was done.
Turning the intake into a plan
The intake record should lead directly to the reconditioning steps. A light odor with no residue goes to routine detail. Smoke residue adds glass, headliner and HVAC work. A musty smell with moisture sends the vehicle to the shop to find the leak before any cleaning. Fuel, coolant or burning smells go to service first.
Writing the plan on the intake sheet saves time and keeps the appraisal, the work and the final price consistent. Over time, intake records also show which kinds of trade-ins need the most odor work, which helps appraisers price future trades more accurately and helps the reconditioning team plan its week.
Common questions
Should the customer be told about odor findings?
Yes; explaining what was found and how it affects the offer builds trust and avoids disputes.
How long does intake take?
About five minutes once staff are used to the routine.
What if the customer says the car was never smoked in?
Note their statement and what you observed. Both can be true if a previous owner smoked.
Should water damage findings stop the appraisal?
They should prompt a closer inspection. Water damage can affect safety systems and electronics.
Is a moisture meter useful at intake?
A simple meter can confirm damp padding quickly, though pressing the carpet catches most cases.
General information for Arvada, not a quote or professional advice. In an emergency, call 911.