Vehicle intake at a tow yard: what to record when the truck drops it

Updated October 22, 2026 · For towing and impound yards

Every question about a towed vehicle comes back to the intake record. If it was logged well when the truck dropped it, the rest is easy. If it wasn’t, someone walks the yard with a flashlight at 9 p.m.

The intake checklist

Plate and state, and the VIN if the plate is missing.
Year, make, model and color.
Where it sits in the yard: row and stall.
Why it was towed and who ordered it (private property, police, accident).
Arrival date and time.
Any hold (police, investigation) and who can clear it.
Condition notes and photos at drop-off.
Personal property visible in the vehicle.

Make it searchable

Most calls start with a plate number. Make sure anyone at the desk can type a plate and see where the vehicle is, why it’s there and what’s owed.

Keep the yard map current

When a vehicle moves, update its stall. When it leaves, mark it released the same day. A yard list that matches the yard is the whole point.

Notify as required

Many states require towing companies to notify law enforcement of private-property tows within a set time, and to notify registered owners and lienholders by mail within a set number of days. Build those steps into intake so they aren’t forgotten.