An impound handoff often fails because the office receives a vehicle description without the facts behind it. “Silver sedan, tow yesterday” does not tell the reviewer which vehicle is in the yard, what document supports possession, or what is still unknown.
Capture what the yard can verify
Record the VIN from the vehicle, plate if present, yard location, intake or tow date, visible condition, and photographs. Compare the VIN with the tow record. A VIN decode can help populate year, make, and model, but someone must check the result against the vehicle. Mileage, parties, possession details, and the reason for the tow still need their own sources.
Separate facts from missing items
Use a short handoff note with three parts: verified facts, source files, and open questions. For example: “VIN photographed and matches tow slip; mileage photo missing; office to confirm the authorizing agency's case reference.” That is a hypothetical example, not a claim about a real case. It gives the next person a task without filling the gap with an estimate.
Keep later steps with the case
As the office gathers information, store relevant parties, documents, notes, recorded notices, dates, and expenses with the same case. When a mailing or title step is recorded, keep evidence of what actually happened. A checked box does not send a notice or establish title rights. The applicable process depends on the facts and jurisdiction and must be reviewed separately.
The impound intake checklist offers a fuller factual starting point. See the TitlesRUs case workspace for how the record stays together after the handoff.