The buyer can't make the delivery appointment and wants to send a family member, a friend, or a colleague to pick up the vehicle. Can you release it? What do you need? What are the risks?

This scenario comes up regularly and requires careful handling.

The Core Issue: Who Is Authorized to Take Delivery

The person who signed the purchase agreement is the buyer. That person has legal claim to the vehicle. Releasing a vehicle to someone other than the buyer without proper authorization creates real risk — for the dealership and potentially for the buyer.

If you release a vehicle to an unauthorized person and something goes wrong (the relationship sours, the vehicle is damaged, there's a dispute about who authorized the pickup), you have a significant liability.

Always verify authorization before releasing the vehicle to anyone other than the buyer of record.

What Authorization Looks Like

Written authorization from the buyer: An email or letter from the buyer explicitly stating that [named person] is authorized to take delivery of [vehicle description]. This should include the buyer's name, the authorized person's name, and ideally a copy of both IDs.

The buyer's explicit verbal authorization followed up in writing: A phone call from the buyer followed by a confirmation email works, as long as you document it.

A power of attorney: For formal situations (the buyer is incapacitated, traveling internationally, etc.), a power of attorney may be used. Your F&I manager and potentially your attorney should review any POA.

The higher the risk (more valuable vehicle, new customer, unusual circumstances), the more formal your authorization process should be.

The Paperwork Question

In most delivery scenarios, the buyer signs paperwork. If the buyer isn't there, who signs?

For paperwork that must be signed by the buyer (purchase agreement, financing documents), most dealers require the buyer to sign before the vehicle is released — even if by mail, overnight, or digital signature.

Some documents absolutely cannot be signed by proxy unless there is a properly executed power of attorney.

Consult with your F&I manager and know your state's specific requirements. The rules vary and the consequences of doing this wrong are significant.

The Practical Walk-Through Problem

Delivery isn't just paperwork — it's a walk-through of the vehicle's features. The proxy may not care about this, and may not be able to convey it to the buyer effectively.

Two options:

1. Do the full delivery walk-through with the proxy: At minimum, they can confirm vehicle condition and take delivery. Features can be covered later.
2. Schedule a tech delivery with the actual buyer: Have the proxy take the vehicle, and schedule a 30-minute vehicle orientation with the buyer when they're available.

The second option is often better for the customer relationship even if it adds a step.

Condition Documentation Is Critical

When releasing a vehicle to a proxy, document the vehicle's condition at the time of release — photos, mileage, and any visible marks.

If the buyer later claims the vehicle was damaged at delivery and they weren't there to see it, your documentation is your protection.

What to Do When the Request Is Last Minute

Sometimes the buyer calls the day of delivery: "Something came up, can my husband just come get it?"

This is when your process matters. Don't release the vehicle without the minimum required authorization, even if it feels inconvenient.

"Of course — I just need written authorization from you confirming that [name] is picking it up on your behalf. Can you send a quick email or text confirming that? I want to make sure everything is documented for your protection."

That framing positions the requirement as protection for the buyer, not bureaucratic resistance.

FAQ

Can we release a vehicle to a proxy with just a verbal okay from the buyer? Verbal authorization alone is risky. You should have written confirmation — even a text message or email — that explicitly authorizes the named individual. Document it thoroughly.

What if the proxy shows up with no authorization and the buyer is unreachable? Don't release the vehicle. Period. Hold it until you can reach the buyer and get written authorization. A delivery delay is far better than an unauthorized release.

Does the proxy need to be named on the insurance? The vehicle should be insured before it leaves your lot. If the buyer's insurance covers the vehicle, the proxy may be able to drive it — but verify the insurance covers the vehicle and the driver. This is worth a direct conversation with the buyer.

What if the buyer is buying for their business and sends an employee? Fleet and business purchases often involve proxy deliveries. Make sure you have proper business authorization documentation and know who has signing authority for the business.

Is there a liability issue if the proxy damages the vehicle on the way home? This is an insurance question. Your dealer plate insurance typically covers test drives. After delivery (even to a proxy), the buyer's insurance typically takes over. Confirm your specific policy coverage.

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Proxy pickups are manageable with the right documentation and clear communication. A quick authorization process protects everyone involved and keeps the delivery clean.

Train your team on delivery process and edge-case scenarios with DealSpeak.