Lender documentation guide
Condition documentation should make the recovered file easier to review.
Useful documentation connects the collateral, visible condition, recovery context, custody, and next-step instructions without exposing protected information publicly or making conclusions the evidence cannot support.
Operationally reviewed by Allen T. Bloodworth II, Managing Member · August 8, 2026
Identify the file through the approved system
The lender’s approved channel should connect the report with the assignment. Public webpages, public links, and general email should not expose VINs, debtor details, account numbers, access information, or exact recovery locations.
Photograph the complete exterior
A consistent set normally includes wide views of each side, corners, wheels, glass, major body panels, and visible pre-existing damage. Close-ups are more useful when paired with an establishing image that shows where the detail appears on the vehicle.
Record condition without unsupported diagnosis
Document visible observations such as a flat tire, broken glass, missing component, fluid beneath the unit, body damage, warning displayed at startup, or inability to roll. Do not convert an observation into a mechanical, legal, or causation conclusion without qualified support.
Connect recovery and custody details
- Date and general stage of recovery
- Keys or no-keys status when relevant
- Ability to roll, steer, brake, or shift when observed
- Personal-property or inventory process required by the client
- Storage, transport, auction, release, or other destination instruction
- Any exception or escalation communicated to the lender
Protect people, property, and operational security
Public-facing examples should remove plates, faces, residences, access controls, documents, screens, location clues, and client identifiers. Complete client records should remain in the approved system with access limited to authorized parties.
Make the file reviewable
Use a consistent naming and sequence standard, retain the original files required by policy, and connect corrections or supplemental photographs to the same record instead of replacing history silently.
Questions or corrections may be directed to lenders@lrskc.com. This guide describes operational documentation principles, not a guarantee that every assignment will produce identical materials.
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