Documenting Parts for a WOVI: New, Used and Donor
Every part fitted to a repairable write-off needs a documented origin. Whether it's a brand-new airbag, a recycled door or a panel from a donor vehicle, the assessor needs to trace it. Here's how to document each type so your WOVI goes through cleanly.
Parts documentation is where many otherwise sound rebuilds come undone. Transport and Main Roads wants to be sure that nothing fitted to your vehicle is stolen and that safety components are genuine. The standard of proof differs by part type, so it helps to understand exactly what's expected for new parts, used parts and parts taken from a donor vehicle.
New parts
New components are the easiest to document. A tax invoice from a recognised supplier showing the part description, supplier ABN and date is usually enough. Keep genuine and aftermarket invoices clearly labelled, and retain any part-number stickers or boxes for safety items like airbags and pretensioners so the fitted part can be matched to the receipt.
Second-hand parts
Recycled parts keep rebuild costs sensible but carry the highest documentation burden. The receipt from the wrecker or seller must identify the part and the donor vehicle it came from. A photo of the part with the seller's invoice in frame strengthens the link. Without donor identification, a used safety part is treated as unverifiable.
Donor details are the dealbreaker
The phrase the assessor is looking for is traceability. A second-hand part with no donor vehicle reference is exactly how stolen components enter the system, so it will be rejected.
Donor vehicle parts
Sometimes a whole donor vehicle is bought to supply multiple parts. In that case, keep the purchase documentation for the donor, its identifying details and ideally photos of the parts being removed. If the donor was itself a written-off vehicle, retain its records so you can show the chain of ownership for every component you transferred across.
How to organise your parts file
- Create one folder, both physical and digital, for the whole rebuild
- Group receipts by part and cross-reference each to a photo
- Keep new, second-hand and donor documentation in separate sections
- Record donor vehicle identifiers alongside each recycled part
- Back up digital copies so nothing is lost before inspection day
Document at the time of fitting
It's far easier to note a part's origin as you fit it than to reconstruct the trail weeks later. A few minutes of admin per part saves a re-inspection.
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