Preparing a small batch of project-car listings from shop records
Map shop records to DNF's individual listing fields with a per-car preparation sheet, seller sign-off, content-rights checks, and a handover log.
General guidance. No specialist review is claimed unless named on this page.
Prepare a batch as one complete record per vehicle, then enter each approved car through DNF's individual listing form. A shop job card, parts invoice, and old photograph each describe only part of a project. Bring them together without turning earlier notes into claims about the car today.
This is a staff preparation method. Its output is an approved per-car worksheet and photo folder ready for manual entry. The worksheet's approval and tracking columns stay in your own records.
Give every car its own row and folder
Use your internal stock or job reference to connect the worksheet, photos, and documents. Confirm the VIN against the vehicle and its records before attaching files. Keep similarly named models and loose parts separate so one project's evidence does not enter another project's listing.
For every row, record the owner, the person with selling authority, the staff preparer, and the seller who must approve publication. A vehicle being stored or repaired at the shop is not, by itself, authorization to advertise it. Hold the row until authority is clear.
Keep an observation date beside condition notes. A job card saying “runs” at intake does not answer whether the vehicle runs after parts were removed. Ask the responsible person for a current answer, or retain the uncertainty.
Listed now
Vehicles for sale (1)Map the records to the form
The current selling instructions describe the five-screen workflow and the additional-details stage. Use this mapping for each car; it is a preparation table rather than an upload format.
| DNF field or screen | Shop source to gather | Entry check |
|---|---|---|
| VIN and vehicle identity | Vehicle identification and matching registration or title record | Enter the 17-character VIN; confirm or correct decoded year, make, and model. |
| Current location | Confirmation of where the vehicle is stored now | Prepare country and postal or ZIP code; keep the precise collection address out of public copy. |
| Registration or title brand | Current document and issuing jurisdiction | Copy the exact brand and jurisdiction; do not substitute the shop's damage shorthand. |
| Primary damage and description | Current observations, dated job notes, and photos | Choose the damage type; separate visible facts, reported information, and unknowns in the description. |
| Starts, runs, and drives | Dated current answers from the responsible person | Prepare three separate answers; Not known is an available answer for each. |
| Photos | The correct vehicle's permissioned image set | Have at least four processed photos, including one marked as the damage close-up. |
| Asking-price choice | Direction from the authorized seller | Record the asking-price decision or open to offers before entry. |
| Publish declaration | Seller's authority and approval record | The account holder must make the required declaration and have a confirmed email address. |
| Additional details | Available odometer, keys, condition notes, and supporting records | Prepare these for the additional-details flow; keep unestablished answers unknown. |
DNF's photo instructions set the minimum at four and recommend broader coverage. Files still uploading, processing, or failed do not count toward the minimum. Use the damage-photo guide to plan coverage and label the close-up for the correct car.
Do not put “unknown” into a missing VIN or title-brand field as a workaround. The form's Not known choices apply to supported questions. If a required record is missing, hold that car for follow-up and continue preparing other complete rows.
Add an approval block to every row
Keep this second set of columns in the shop worksheet, separate from the information entered into DNF:
| Internal column | What belongs there |
|---|---|
| Evidence references | Observation dates and filenames supporting the description and condition answers. |
| Included items | Parts, keys, and records actually included with this vehicle; mark uncertain fit or function. |
| Rights record | Photo creator or rights holder, permission scope, and permission reference for every selected item. |
| Seller approval | Approver's name, date, wording version, photo set, price choice, and confirmation of authority. |
| Follow-up | Missing answer, person responsible, and the next check needed. |
| DNF entry record | Listing reference, entry date, and actual submission or publication state. |
A batch-wide “approved” cell is insufficient. Give the seller the exact description and photos for each car, and record their individual approval. If staff change the wording, swap photos, or learn a material condition fact, return that row to the approver.
Prepare the rights and privacy record
Confirm who created each photo and whether you have permission for its proposed use. Keep third-party reports and customer paperwork out of the public photo folder. Do not reproduce a complete report or another seller's images without the necessary rights.
DNF's trust guidance says listing information is seller-reported and uploaded documents stay private. Permission to upload a document still matters. Keep customer contact details and the full approval log in the shop's own controlled records rather than copying them into public listing text.
Enter, reconcile, and hand over
Enter one approved vehicle at a time. Compare the resulting preview with its worksheet, especially the VIN, brand jurisdiction, condition answers, and included parts. Record whether the listing is submitted, awaiting moderation, or published; a completed worksheet alone does not establish any of those states.
Give the responsible seller the listing reference and outstanding questions. Keep availability current manually. If an offer is accepted, DNF's sale workflow marks the listing sale pending. Contact details follow once any required platform fees on both sides are paid. The parties arrange the vehicle payment, paperwork, and pickup themselves. Record a completed sale only when the seller confirms the outcome separately.
Browse the vehicle inventory for the listing layout, then open the listing form with one approved vehicle pack. Finish that entry before moving to the next row.
Next questions
Use a small dealer pilot to test responsibility, listing quality and useful enquiries.
Assign a weekly availability check so a sold or unavailable vehicle is not left advertised.
Questions and answers
Can one batch approval cover every vehicle listing?
Each car needs individual seller approval of its exact description, photo set and price choice. Return the row to the approver if wording, photos or a material condition fact changes.
How should staff handle a job card that says the vehicle runs?
Keep the observation date and ask the responsible person for a current answer, especially after parts have been removed. Prepare separate starts, runs and drives answers; use Not known for those supported questions when the answer is unestablished.
What should staff do if a required VIN or title-brand record is missing?
Hold that vehicle for follow-up and continue preparing complete rows. Do not enter unknown as a workaround in a required VIN or title-brand field.
Sources
The pages we relied on, which have the final say. Rules, fees and auction terms change, so check them before you buy, repair, register or resell a vehicle.
- DNF: How DNF works, listing fields and additional details (damagednotfinished.com)
- DNF: Trust and safety, seller information and private documents (damagednotfinished.com)
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List your vehicle free on DNF, with no auction. A success fee applies only if you accept an offer.
- Listed now
- Vehicles for sale (1)