Why document the intake
From the moment the machine is with the service, the service is responsible for it: the contractor is liable for the customer's property that came into their possession in connection with the works contract (Article 714 of the Russian Civil Code). Anything not recorded at intake counts at handover as having happened at the service: a missing key, a new dent, a hundred extra engine hours.
That is why intake is not a formality but protection for both sides. For the customer — proof that the machine was handed over intact and complete. For the service — that the damage and faults were there before it.
What goes into the intake act
- The basis — request, contract or work order with number and date.
- The machine — model, serial number or VIN, plate or inventory number. Enough that it cannot be confused with the one next to it.
- Hours or mileage and fuel. At handover they show whether the machine was driven during the repair.
- Completeness — keys, documents, attachments, tools, fire extinguisher, first aid kit. Each item marked as handed over.
- Visible damage — chips, dents, leaks, broken glass — with photographs.
- Signatures of both sides — at the moment of handover, not later.
Intake act or inspection act
They are different documents, and on intake for repair they are often combined. The intake act answers "what was handed over": the machine, keys, documents, hours. The inspection act answers "in what technical condition", unit by unit. If the machine came with an obvious fault, intake is usually followed straight away by an inspection, and after stripping by the defect report.
Typical mistakes
- Hours and fuel not recorded — at handover you cannot prove the machine was not used.
- Completeness "as agreed" — a missing remote or key cannot be pinned on anyone.
- "Small" damage not written down — at handover it becomes the service's damage.
- The act was signed a few days later, when the machine was already stripped.
If the repair is not paid
The law lets the contractor retain the result of the work and the customer's item until payment (Articles 712 and 359 of the Civil Code), unless the contract says otherwise. The handover procedure after repair is best written into the contract in advance, and the handover itself documented with the same act — the parties swapped.
How it looks in DefAct
In the app the intake is documented with an inspection act right at the machine, even offline: equipment from the directory, hours, condition by unit, photos and both signatures inside the document. The PDF goes to the customer by link, and the next steps — defect report, work order and completion act — gather around the same machine.
The blank for printing is on the page Equipment intake act.