Checklist template

Vehicle key and inventory control for auto dealerships

A ready-to-use checklist with 119 items in 6 sections, covering Key system, Dealer plates, Test drives, Lot checks, After-hours security, Records. Use it as-is in InspectLoop, or adapt it to your own standards in minutes.

  • 6 Sections
  • 119 Items
  • 96 Yes / No checks
  • 6 Scored ratings
  • 126 Points

Use this template How audits work

1. Key system 25 items

  1. Keys of all inventory vehicles are kept in the electronic key cabinet or a locked key room Yes / No 1 pt
  2. Each user opens the key cabinet with a personal code, fob or fingerprint Yes / No 1 pt
  3. The key system user list contains no former employee Yes / No 1 pt
  4. Each key removed is recorded against a named user and a stock number Yes / No 1 pt
  5. Keys checked out at the time of the visit Number
  6. Keys checked out for more than 24 hours Number
  7. Each overdue key on the system report has an explanation noted by a manager Yes / No 1 pt
  8. Key tags show the stock number only, with no make, model or location Yes / No 1 pt
  9. The second key or fob of each vehicle is stored in a separate locked location Yes / No 1 pt
  10. The keys of 10 vehicles sampled from inventory were found where the key system shows them Yes / No 1 pt
  11. Keys not found among the 10 vehicles sampled Number
  12. No key was found left in a vehicle on the lot during the visit Yes / No 1 pt
  13. No inventory key was found in a desk drawer or on a sales desk Yes / No 1 pt
  14. Keys of showroom vehicles are held in the key system, not in the vehicles Yes / No 1 pt
  15. Service customers' keys are kept on a locked board or behind the counter, out of customers' reach Yes / No 1 pt
  16. Keys of service vehicles staying overnight are locked in the key cabinet or the safe, not left on the open board Yes / No 1 pt
  17. Keys left in the night drop box are collected at opening by a named employee Yes / No 1 pt
  18. Blank keys and fobs are locked up and counted against a log Yes / No 1 pt
  19. Each key code lookup is logged with proof of the requester's ownership of the vehicle Yes / No 1 pt
  20. Administrator rights on the key system are held by no more than the number of people set by company policy Yes / No 1 pt
  21. Keys of trade-ins are entered in the key system on the day the vehicle is taken in Yes / No 1 pt
  22. A lost key is reported to a manager the same day Yes / No 1 pt
  23. Keys reported lost in the last 12 months Number
  24. A manager signs the end-of-day key reconciliation Yes / No 1 pt
  25. Key control Rating
    • Every key accounted for 5 pts
    • A few keys out without explanation 3 pts
    • Keys not controlled 1 pt

2. Dealer plates 19 items

  1. Dealer plates issued to the dealership Number
  2. Dealer plates accounted for during the visit Number
  3. The dealer plate log lists every plate issued to the dealership Yes / No 1 pt
  4. Plates not in use are kept under lock Yes / No 1 pt
  5. Each plate in use is signed out to a named person with the date and stock number Yes / No 1 pt
  6. Plates are returned the same day unless assigned to a demonstrator vehicle Yes / No 1 pt
  7. Each person assigned a demonstrator vehicle has signed the demonstrator agreement Yes / No 1 pt
  8. Dealer plates are used only on dealership vehicles, for the uses local regulation permits Yes / No 1 pt
  9. Lost or stolen plates were reported to the licensing authority as required by local regulation Yes / No 1 pt
  10. Date of the last dealer plate inventory Date
  11. The plate inventory is taken by someone other than the plate custodian Yes / No 1 pt
  12. Blank temporary tags or permits are kept under lock Yes / No 1 pt
  13. Each temporary tag issued is logged with its number and the deal number Yes / No 1 pt
  14. Each user of the temporary tag system has a personal login Yes / No 1 pt
  15. A sequence of 20 temporary tag numbers sampled showed no gap Yes / No 1 pt
  16. Plates signed out for dealer trades or transport show the destination Yes / No 1 pt
  17. Toll and traffic violation notices are traced to the person who had signed out the plate Yes / No 1 pt
  18. Magnetic plate holders are removed from vehicles at closing Yes / No 1 pt
  19. Dealer plate and temporary tag control Rating
    • Every plate and tag accounted for 5 pts
    • Log incomplete 3 pts
    • Plates or tags missing 1 pt

3. Test drives 23 items

  1. Test drives logged yesterday Number
  2. A copy or scan of the customer's driver's license is taken before each test drive Yes / No 1 pt
  3. The license is checked for its expiry date and for a photo that matches the customer Yes / No 1 pt
  4. License copies are stored and destroyed according to the company privacy policy Yes / No 1 pt
  5. The test drive log records the customer, the salesperson, the stock number, and the time out and in Yes / No 1 pt
  6. The times on the 5 most recent test drive log entries match the key system's checkout times for those vehicles Yes / No 1 pt
  7. A salesperson accompanies the customer unless a manager has approved an unaccompanied drive Yes / No 1 pt
  8. Unaccompanied or overnight test drives have a signed agreement Yes / No 1 pt
  9. Unaccompanied or overnight test drives have proof of the customer's insurance on file Yes / No 1 pt
  10. Test drives follow the routes set by the dealership Yes / No 1 pt
  11. A dealer plate is attached before the vehicle leaves the lot Yes / No 1 pt
  12. The salesperson keeps the key fob in hand during the walk-around and when changing seats Yes / No 1 pt
  13. The fob handed back is tested on the vehicle before the customer leaves Yes / No 1 pt
  14. The key goes back into the key system immediately after the test drive Yes / No 1 pt
  15. The vehicle is walked around for damage on return Yes / No 1 pt
  16. A test drive not back within the time set by company policy is escalated to a manager Yes / No 1 pt
  17. Test drives of the high-value models listed in company policy need a manager's approval Yes / No 1 pt
  18. Off-site test drives and home deliveries are approved by a manager Yes / No 1 pt
  19. Off-site test drives and home deliveries are logged with the address and the times out and back Yes / No 1 pt
  20. Each loaner vehicle out has a signed loaner agreement Yes / No 1 pt
  21. Loaner vehicles overdue for return Number
  22. Use of an inventory vehicle by an employee needs a manager's written approval Yes / No 1 pt
  23. Test drive control Rating
    • License, log and key steps followed on every drive 5 pts
    • Steps skipped on some drives 3 pts
    • Test drives not controlled 1 pt

4. Lot checks 20 items

  1. Date of the last full physical inventory of vehicles Date
  2. A full physical inventory of vehicles is taken each month by someone independent of the sales department Yes / No 1 pt
  3. A lot count is made each day and compared with the inventory list Yes / No 1 pt
  4. 10 vehicles sampled from the inventory list were located by vehicle identification number Yes / No 1 pt
  5. Vehicles not located among the 10 sampled Number
  6. 5 vehicles sampled on the lot were found on the inventory list Yes / No 1 pt
  7. Vehicles recorded as off-site (body shop, detailer, dealer trade, auction) Number
  8. Each off-site vehicle is documented with its location and the date it left Yes / No 1 pt
  9. Vehicles off-site for more than 30 days were confirmed with the holder Yes / No 1 pt
  10. Sold vehicles not yet delivered are identified on the inventory list Yes / No 1 pt
  11. Exceptions from the last floor plan lender audit have been resolved Yes / No 1 pt
  12. Each vehicle on the lot shows its stock number Yes / No 1 pt
  13. Vehicles on the lot are locked Yes / No 1 pt
  14. High-value vehicles are parked indoors or blocked in at closing Yes / No 1 pt
  15. Vehicles with high-theft wheels are fitted with wheel locks Yes / No 1 pt
  16. New arrivals are checked against the transport document for vehicle identification number and damage before the driver leaves Yes / No 1 pt
  17. Second keys, charging cables and wheel lock keys received with a vehicle are logged by stock number Yes / No 1 pt
  18. The odometers of 5 new vehicles sampled are within the limit set by company policy Yes / No 1 pt
  19. Ownership documents of trade-ins are held in the office before the vehicle is offered for sale Yes / No 1 pt
  20. Vehicle inventory control Rating
    • Every vehicle located and documented 5 pts
    • Some vehicles not documented 3 pts
    • Vehicles unaccounted for 1 pt

5. After-hours security 19 items

  1. The key cabinet and the key room are locked at closing Yes / No 1 pt
  2. Each employee who arms or disarms the building alarm has a personal code Yes / No 1 pt
  3. Date of the last alarm system test Date
  4. Lot entrances are closed at night with gates, chains, bollards or blocking vehicles Yes / No 1 pt
  5. Lot light poles not working Number
  6. Cameras cover the lot entrances, the perimeter, the service drive and the key cabinet Yes / No 1 pt
  7. Camera recordings are kept for the number of days set by company policy Yes / No 1 pt
  8. A recording from the previous night was played back during the visit Yes / No 1 pt
  9. Service customers' vehicles are moved indoors or into a locked compound overnight Yes / No 1 pt
  10. The night drop box is built so that keys cannot be fished out Yes / No 1 pt
  11. Overhead doors are locked from the inside at closing Yes / No 1 pt
  12. The opening routine includes a perimeter walk for missing vehicles, damage and cut fencing Yes / No 1 pt
  13. The perimeter fence is intact Yes / No 1 pt
  14. The alarm activation log is reviewed by a manager Yes / No 1 pt
  15. The alarm company's call list names current employees Yes / No 1 pt
  16. Vehicle tracking devices used on the lot send an alert for movement outside opening hours Yes / No 1 pt
  17. After-hours entries recorded by the alarm system are reviewed against work schedules Yes / No 1 pt
  18. Vehicles delivered by transporters after hours are left in a designated area with keys in the secured drop Yes / No 1 pt
  19. After-hours security Rating
    • Lot, building and keys secured 5 pts
    • Some gaps 3 pts
    • Major gaps 1 pt

6. Records 13 items

  1. The key system audit report is reviewed and signed by a manager each week Yes / No 1 pt
  2. Test drive logs are kept for the period set by company policy Yes / No 1 pt
  3. Vehicles stolen or missing in the last 12 months Number
  4. Each theft or damage incident is on file with its police report number Yes / No 1 pt
  5. Each sales, service and lot employee has signed the key and vehicle control policy Yes / No 1 pt
  6. New employees are trained on key control before they receive key system access Yes / No 1 pt
  7. Driving records of employees who drive inventory vehicles are checked as set by company policy Yes / No 1 pt
  8. The list of employees authorized to drive inventory vehicles is current Yes / No 1 pt
  9. Floor plan audit reports of the last 12 months are on file Yes / No 1 pt
  10. Corrective actions from the previous key and inventory audit have been completed Yes / No 1 pt
  11. Name of the general manager or sales manager Short text
  12. Overall control of keys and vehicles Rating
    • Strong 5 pts
    • Partial 3 pts
    • Weak 1 pt
  13. Corrective actions required Comments

About this template

This checklist is part of the InspectLoop template library. Yes / No checks score 1 point when met; ratings score the points shown for each option. The overall score is the percentage of points earned, with N/A answers excluded. In InspectLoop you can add photos, assign corrective actions, require sign-off and compare results across sites.

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