Client and authority
- Submitting company and account contact
- Client account or reference number
- Written assignment authority
- Special instructions or limits
- Person authorized to approve changes
Before submission
What to include with a recovery assignment
A useful assignment file identifies the correct collateral, explains the best known location, and makes the client's instructions easy to follow.
Assignment checklist
Gather what is available in five groups
Not every file will contain every item. Mark unknown details clearly and date location information when possible.
Debtor information
- Full legal name and known name variations
- Current and prior addresses
- Phone numbers and email addresses
- Employer or business information, if available
- Relevant contact updates with dates
Collateral identifiers
- Full VIN, serial number, or hull number
- Year, make, model, body type, and color
- Plate number and state, if available
- Distinguishing damage, decals, accessories, or modifications
- Keys, fobs, titles, or other items tied to the unit
Location and access
- Last confirmed address and the date confirmed
- Residence, workplace, repair shop, storage site, or marina details
- Apartment, lot, unit, gate, or parking information
- Known access restrictions or clearance limits
- Source of each location lead
Condition and transport
- Whether the unit is believed to run, roll, steer, or brake
- Known damage or missing components
- Attached trailers, implements, cargo, or accessories
- Size, weight, or clearance details for special collateral
- Requested destination or transport instructions
Supporting records
- Recent collateral photos, if available
- Documents that help confirm identity or authority
- Dated notes from prior contact or field activity
- Release or redemption contacts when already known
- Any conflict between records that needs review
Quality check
Three problems worth fixing before you send the file
A short review can prevent a location lead, vehicle description, or instruction from being misunderstood.
- Mismatched identifiers: Compare the VIN or serial number across the assignment and supporting records.
- Undated location notes: Add when the address, workplace, or sighting was last confirmed.
- Unclear authority: Identify who can answer account questions and approve a change in direction.
When details are missing
Do not replace an unknown with a guess
Submit the facts your team can support, identify gaps, and explain which details may be old or unconfirmed. That gives the reviewer a clean starting point and shows where follow-up may be needed.
For collateral with special transport needs, early notice is especially important. Dimensions, condition, attachments, and access can affect the equipment and coordination required.