Start with a vehicle schedule
List each vehicle’s make, model, year and body configuration. Include photographs of both sides, the rear and any existing graphics. Door handles, body seams, windows and equipment can change where the artwork fits. A vehicle nickname or a stock photograph is not enough to establish the production layout.
Separate the first batch from later vehicles. Note where each vehicle lives, who can release it and when it can be taken out of service. If your fleet is spread across locations, say whether the vehicles can travel to one installer or need separate installation appointments.
Define what the graphics need to do
Confirm whether the brief is a full wrap, partial wrap, cut lettering or a combination. Identify the information that must appear: logo, service description, phone number, URL or required operating details. Decide who approves the design before the supplier develops it.
Provide original vector logo artwork when available. If the artwork still needs design or reconstruction, include that as a separate line in the scope. Ask how many vehicle layouts and review rounds are included; an approved layout for one body style may need adaptation for another.
Make surface and material assumptions visible
Photograph paint damage, rust, dents and old graphics. Ask the installer to assess the actual surface and explain any preparation or exclusions. Removal of existing vinyl and repair of the underlying finish should have a named owner. Avoid assuming those tasks are included in the installation fee.
Ask for the proposed material system, intended application and care instructions. Warranty terms depend on the product and installation conditions, so request the applicable written terms rather than treating an informal lifespan estimate as a guarantee. Ask how replacement panels will be matched if a vehicle needs repair later.
Compare the full scope, including downtime
Ask each supplier to identify design, proofing, output, removal, preparation and installation. Confirm whether travel, vehicle transport or work at a separate location changes the quote. A lower production price may leave work for your team that another estimate includes.
Agree the approval deadline and how appointments will be confirmed. Plan who drops off and collects each vehicle, what happens if it is unavailable, and how the finished installation is checked. Keep launch timing separate from the time each individual vehicle needs to be off the road.
Use this brief before you request a quote
Collect the vehicle schedule, current photographs, original logo files, required contact information, desired coverage and target dates. Add installation locations, access restrictions and the person with authority to approve proofs. If anything is unknown, label it as an assumption for the supplier to resolve.
When quotes arrive, compare those assumptions alongside the total. Ask for a final proof and scope confirmation before production. Keep the approved artwork, material details and vehicle list together so future additions start from the same record.