Step zero
Confirm that the dealer can place or match the order
An order request is not necessarily a manufacturer-accepted order. Ask where the vehicle sits in the dealer and manufacturer process.
Why are you ordering?
Confirm that the desired configuration is actually orderable and not available locally at a better complete price. Check current and incoming inventory before accepting a long wait.
Does the dealer have a path to production?
Ask whether the store has allocation, is waiting for allocation, is submitting a preference request, or is matching an incoming unit. Record the dealer’s exact wording.
What does the estimate cover?
Separate estimated order acceptance, scheduling, production, transport, and delivery. Treat every date as an estimate unless the contract expressly guarantees it.
What is fixed and what floats?
Request an itemized selling-price basis and estimated OTD total. Use the dealer markup guide to identify any adjustment or mandatory package.
When will eligibility be determined?
Ask whether programs are based on order date, delivery date, financing date, or another event, and whether the buyer can receive the more favorable eligible program if rules permit.
What happens if the deal changes?
Define the buyer’s options after material equipment changes, price increases, missed timing, unavailable financing, damage, or a different VIN.
Do not confuse a deposit with an order
A payment receipt alone does not define the vehicle, price, allocation, timing, or remedy. Use the new car deposit checklist and attach the complete build summary.
Configuration lock
Factory-order configuration worksheet
Compare this worksheet with the manufacturer’s configuration or build sheet before anyone submits the order. Initial or otherwise acknowledge every approved change.
Exact vehicle configuration
Never authorize open-ended substitutions
If a color, wheel, package, powertrain, model year, or other material item becomes unavailable, require new written approval before the dealer substitutes equipment or changes the price.
Separate four moving numbers
Price, incentive, rate, and trade-value protection
A price lock does not necessarily lock incentives, financing, trade value, taxes, or manufacturer changes. Document each component independently.
| Deal component | Order-date agreement | What can change? | Delivery-date verification |
|---|---|---|---|
| Vehicle selling price | $ __________________ | MSRP change? Agreed discount? Markup? | $ __________________ |
| Destination charge | $ __________________ | Model-year or manufacturer change? | $ __________________ |
| Dealer add-ons | $ __________________ | Optional, removed, or newly added? | $ __________________ |
| Dealer fees | $ __________________ | Which fees are fixed by agreement? | $ __________________ |
| Manufacturer incentives | $ __________________ | Order-date or delivery-date eligibility? | $ __________________ |
| Promotional financing | _____ % / _____ months | Approval, program, or rate expiration? | _____ % / _____ months |
| Trade allowance | $ __________________ | Mileage, condition, market, payoff, timing? | $ __________________ |
| Taxes / registration | $ __________________ | Address, rate, state, timing? | $ __________________ |
| Estimated OTD total | $ __________________ | List every permitted adjustment | $ __________________ |
Write the decision rule
If the final OTD total exceeds the order-date estimate, the file should show why, which changes were authorized, and whether the buyer can decline or cancel under the written agreement and applicable law.
From request to VIN
Factory-order status tracker
Manufacturer terminology varies. Record the dealer’s exact status, the date, the source, the next expected milestone, and any decision required from you.
| Date | Status stated by dealer | Reference / VIN | What changed | Next update due |
|---|---|---|---|---|
| ____________ | Order request prepared | ____________ | ____________ | ____________ |
| ____________ | Dealer submitted / accepted | ____________ | ____________ | ____________ |
| ____________ | Allocation / scheduling | ____________ | ____________ | ____________ |
| ____________ | Production scheduled | ____________ | ____________ | ____________ |
| ____________ | VIN assigned | ____________ | ____________ | ____________ |
| ____________ | In production / completed | ____________ | ____________ | ____________ |
| ____________ | In transit | ____________ | ____________ | ____________ |
| ____________ | At dealership | ____________ | ____________ | ____________ |
Save the source
Keep the email, text, screenshot, manufacturer portal status, or dated call note that supports each milestone.
Decode the final vehicle
Confirm the VIN, model year, engine or powertrain, trim, equipment, destination, and any open recalls or stop-sale status.
Revisit expiring dependencies
Recheck the deposit, financing approval, incentive, trade payoff, insurance timing, registration needs, and any deadline in the agreement.
Close the loop
Rebuild the deal before accepting the ordered vehicle
Arrival is not the finish line. Compare the delivered VIN and window sticker with the order, then verify the final price, financing, trade, condition, and promised equipment.
1. Match the VIN and window sticker
Verify model year, trim, powertrain, colors, factory packages, standalone options, destination charge, and accessories against the signed order.
2. Inspect before paperwork
Check exterior, interior, glass, wheels, tires, mileage, fluids or charge level, keys, tools, accessories, and evidence of transport or lot damage.
3. Rebuild the itemized OTD price
Start with the agreed pricing basis and explain every manufacturer, dealer, tax, fee, incentive, or accessory change.
4. Refresh financing and trade
Compare current loan offers and obtain a final trade payoff and allowance. A long wait can change both numbers materially.
5. Resolve missing or damaged items in writing
Use a due-bill or ‘We Owe’ document with exact parts, labor, responsibility, deadline, and remedy before accepting delivery.
6. Keep the complete order history
Retain the build sheet, status record, VIN confirmation, price documents, deposit receipt, and final paperwork. Finish with the new car delivery checklist.
Common questions
Factory-ordering a new car FAQs
Does a factory order guarantee that a car will be built?
Not necessarily. Dealer allocation, manufacturer acceptance, production constraints, model-year changes, and other factors can affect fulfillment. Ask the dealer to identify the current status in writing.
Can the price change after I order a car?
It can if the agreement allows changes or if manufacturer pricing, destination charges, incentives, taxes, fees, or equipment change. Document the pricing basis and permitted adjustments before ordering.
Are factory-order incentives based on the order date or delivery date?
Programs and eligibility rules vary. Ask which date controls, whether any protection applies, and whether a more favorable eligible program can be selected at delivery.
Is a factory-order deposit refundable?
Refundability depends on the written agreement, transaction facts, dealer policy, and applicable law. Define the triggers, deadlines, deductions, and refund method before paying.
When should I receive the VIN for a factory-ordered car?
Timing varies by manufacturer and production process. Record when the dealer expects assignment and verify the VIN as soon as it becomes available.
Can I change a factory order after submission?
Possibly, but only before certain manufacturer or production cutoffs. A change may affect timing, price, incentives, or order priority, so require written confirmation.
Should I inspect a factory-ordered car before signing?
Yes. Match the VIN and equipment to the order and inspect condition before final acceptance, just as you would with an in-stock vehicle.
