01
Identify the item before reviewing its appearance
Put the enquiry line and offered unit reference in the photo request. Capture the whole item and readable identification marks. For an electrical item, include the relevant label and connector views. Preserve the seller’s original files so details can be reviewed without relying on a compressed collage.
Ask whether the photos show the unit reserved for this offer. If several similar items are available, give them separate references. Images from different units must not be combined into one apparently complete evidence set.
02
Pair overview photos with close-ups
An overview explains where a detail belongs. Request enough angles to understand mounting points, interfaces and included components, then add close-ups of visible wear or damage. Consistent lighting helps the reviewer distinguish a reflection from a surface mark.
Photograph the scale and location of a defect without hiding it through retouching. If an area is inaccessible, say so. The appropriate views depend on the part; a fixed number of photographs cannot guarantee that every possible defect has been shown.
03
Make the condition record readable
Write observations against the same unit reference used in the quotation. Distinguish a visible defect, a missing component and an unanswered question. If a seller uses a grade, ask for its definition and the evidence supporting it rather than assuming every seller uses the same scale.
The example fields below organize a review. They are not inspection standards or evidence that VIN EXPRESS has examined a particular part. Agree the actual scope before arranging checks.
| Record area | Useful evidence | Open decision |
|---|---|---|
| Identity | Unit reference and readable markings | Does this match the request? |
| Visible condition | Overview plus defect location and detail | Accept, clarify or reject |
| Completeness | Included and missing components | Confirm the sale scope |
| Testing | Method, result record and limitations | Is further review needed? |
04
Keep functional evidence separate
A photograph of an engine or electronic module does not show every operating condition. Ask what test was done, by whom, under what conditions and which unit the record covers. A short video also needs enough identification to connect it with the offer.
Leave unavailable results marked as untested or unconfirmed. A qualified technical contact decides which additional checks are relevant and whether the available evidence supports use. Follow the applicable OEM guidance for the intended installation.
05
Approve an observed condition explicitly
The buyer should state whether each recorded defect is accepted, needs clarification or makes the unit unsuitable. Keep that decision with the photos and agreed accessory list. If the seller changes the unit, request a new review instead of carrying the previous approval across.
Before packing, agree whether another set of photos is required to document the condition at handoff. Receiving checks can compare that record with the package and item received; they remain distinct from engineering approval and warranty coverage.
06
Example: a headlamp with a damaged mounting point
In an illustrative review, the lens looks clear but the rear view shows a broken fixing tab. Record its location, ask for a wider view and keep any proposed repair separate from the as-offered condition. The buyer’s technical approver decides whether that condition is acceptable.
For a Guangzhou enquiry, send VIN EXPRESS the part reference, requested views, acceptable condition and approval contact. The project proposal confirms the observation or test scope and the evidence to be provided. Photo collection is not an automatic guarantee of function or fitment.
VIN EXPRESS / Decision checklist
Condition photo request checklist
- Link every photo group to one offered unit.
- Request overview, markings and relevant interface views.
- Show defects in context and in close-up.
- Record included accessories and missing items.
- Identify tests separately from appearance observations.
- Keep buyer approval and any pre-dispatch changes with the record.
Sources and further reading
- ARA Recycled Parts Standards & Codes, v1.2 (2012)
Historical industry background on identification and condition descriptions; it is not a current worldwide rule or a VIN EXPRESS certification.
- ARA / URG / Team PRP: Parts Preparation and Shipping Standards
Industry preparation reference. The actual product, OEM instructions, carrier and destination requirements determine the agreed shipment plan.
- LKQ Europe: Reused parts, condition and delivery information
An industry participant’s view on part identity, condition and delivery; not an independent technical standard.