Intake sheet
| Field | Note |
|---|---|
| Vehicle and date | |
| Reason for visit | Detail / recon / customer complaint / fleet rotation |
| Odor on door opening (none / faint / strong) | |
| Odor type | Smoke / food / mildew / animal / fuel / chemical / other |
| Strongest location | |
| Vent smell (fan, AC, heat) | |
| Moisture found | |
| Visible evidence | Ash, stains, film on glass, debris |
| Customer's description | |
| Planned work |
How to fill it in
Open the driver's door and note the smell before getting in; your nose adjusts within a minute. Then look around the cabin, run the HVAC on each setting, and press the carpet in each footwell and the cargo area. Write short, concrete observations. "Strong stale smoke, headliner yellowed over driver" is more useful than "smells bad."
Ask the customer or driver what they notice and when. Their answer often points straight to the source, such as only when the AC runs or after it rains.
Before signing off
What the sheet makes clear
- Starting point
- How strong the odor was on arrival and where.
- Likely source
- Clues pointing to smoke, food, moisture or a mechanical issue.
- Agreed work
- What the customer or manager approved.
- Result
- How the vehicle smelled at the closed-cabin recheck.
Keeping sheets consistent
Use the same scale and the same order every time: door opening, cabin look, HVAC, moisture, photos. When every vehicle is recorded the same way, before-and-after comparisons are fair and new staff learn the routine quickly. Consistent records also make it easier to spot trends, such as a run of musty trade-ins after a stormy month.
Common questions
Does a customer need to sign the intake sheet?
Not necessarily, but sharing it with them sets expectations and avoids disputes about pre-existing odors.
Can the sheet be digital?
Yes. Many shops add these fields to their work order software.
Who fills it in?
Whoever receives the vehicle, ideally before anyone starts working on it.
What if the odor is very faint?
Note it as faint and where. Faint smells often get stronger once the car sits in the sun.
Should mechanical smells be on this sheet?
Note them, then send the vehicle to service before any cleaning.
General information for Arvada, not a quote or professional advice. In an emergency, call 911.