If you are considering buying a car from Japan, you will encounter a Japanese auction sheet. It looks confusing. It is written almost entirely in Japanese. And it contains marks, numbers, and grades that mean nothing without a key.
But here is the thing: once you know how to read one, a Japanese auction sheet tells you more about a car's condition than almost any other document in the used car world. Every scratch, every dent, every mechanical flag it is all there, recorded by an independent inspector at the point of auction.
This guide explains exactly what every section means, what the grades represent, and what to look for before you agree to buy.
At MHH Japanese Cars, we review every auction sheet before you commit to a vehicle. But understanding what you are looking at helps you make a better decision. So let us walk through it.
What Is a Japanese Car Auction Sheet?
When a vehicle enters a Japanese car auction, it is physically inspected by an independent inspector not the seller. That inspector records the vehicle's condition on a standardised form called an auction sheet (also known as an inspection sheet or condition report).
The auction sheet covers:
- The vehicle's overall grade (exterior and interior assessed separately)
- A diagram of the car showing the location of every visible mark, scratch, or dent
- The mileage (odometer reading)
- Key vehicle details: engine size, transmission, fuel type, colour, year
- Equipment and optional extras
- Notes on mechanical condition, repairs, or anything requiring attention
This document is produced before the sale. It is independent. And it follows a standardised format used across Japan's major auction houses USS, TAA, JAA, ARAI, and others which means the grading system is consistent and verifiable.
Japanese Auction Sheet Key
We have provided the three most common types of auction sheets which we recommend you refer to as we walk through the 12 key points to note.
We have created a key to help interpret each sheet:
Month of registration
The Japanese years are counted from the numbers of years that the current Emperor has been in position. The table below explains how their years match up with the Western calendar. You should also be able to read the month of registration. In this Example 1 you will see the car is 11 so the month was November. Quite often, as the duty payable for imports is dependent on the month of registration, if the month is not shown, you ask your agent to confirm the month before deciding to purchase the car.
Chassis code
The chassis code will tell you what the model of the car is and whether it is 2 wheel drive or 4 wheel drive. The real benefit of knowing this is if you are comparing cars which appear to be the same then they need to have the same chassis code. If they are different then there is a fundamental difference between the two cars you are comparing. It is easier to ask your dealer for this information. If you want to do it yourself, then you should look at a website such as goo-net exchange. In their specification section shows significant amount of data on the cars supplied from Japan in the past 10 years.
Mileage: How to Verify It
Odometer reading is recorded on the auction sheet in kilometres. Japan's mandatory inspection system (shaken) creates a historical paper trail for many vehicles, making odometer fraud uncommon but not impossible.
Key points:
- Mileage is recorded at the time of auction, not manufacture
- Very low mileage on an older vehicle can be a yellow flag inspect the condition evidence carefully
- MHH Japanese Cars applies a maximum of 150,000 km across our sourced vehicles, regardless of grade
- Where mileage is flagged as uncertain by the inspector, the sheet will note this we will always highlight this to you
The Grading System: What Each Grade Means
The most important number on any auction sheet is the overall grade. This is assigned by the inspector based on the vehicle's exterior condition. Here is what each grade means:
GRADE CONDITION
S: New or near-new. Effectively showroom condition.
6: Excellent. Near-new, minimal use, no marks of note.
5: Very good. Well-maintained with very minor cosmetic marks only.
4.5: Good to very good. Light marks, no damage, well-presented.
4: Good. Minor cosmetic marks consistent with normal use. No mechanical issues.
3.5: Fair. More visible cosmetic marks, possibly minor paintwork needed.
3: Average. Noticeable marks and wear, may need cosmetic attention.
R: Repaired. The vehicle has been structurally repaired following accident damage.
A: Accident damage present. Not fully repaired or not disclosed as repaired.
0 or RA: Heavy damage or significant accident history.
MHH Japanese Cars only sources Grade 4 and above. We do not source Grade R (repaired) vehicles under any circumstances. Grade 4 means the vehicle is in good condition with only minor, expected cosmetic marks consistent with a well-maintained used car.
Interior grade is assessed separately, on a scale of A to E:
A: Excellent. Like new.
B: Good. Light wear only.
C: Average. Noticeable wear, some staining or marks.
D: Below average. Heavy wear or damage.
E: Poor condition.
Most Grade 4 exterior vehicles carry a B interior grade. An A interior on a Grade 4 exterior is an excellent find.
2WD or 4WD
This is not always written on the sheet. So we recommend that you ask you supplier for this information or look at Goo-net exchange to check the details against the chassis code that you have.
Model / Trim number
This will show you the trim level of the car eg. SE or HSE. Again the code can be deciphered by comparing it with the details on Goo-net as well ask asking your supplier.
Gearbox
Most cars from Japan are Automatic. So you should expect to see AT written. If the car is manual then you will read MT. We would strongly recommend that if you see anything else written on the sheet other than AT o MT, you must check with your supplier as they have many other ways of writing the transmission.
Air conditioning
Although you should expect a car from Japan to have air conditioning, it is different to climate control. If it is not clear, then be sure to check.
Engine Size
This is very straight forward and is written in the way you would expect to see it.
Number of seats
This is often left blank, so we recommend that you look carefully at the photographs especially if you are looking for a third row of seats and if that doesn’t help, then be sure you ask your supplier for confirmation.
The Condition Diagram Reading the Marks
The most visually complex part of the auction sheet is the body diagram a top-down and side-on illustration of the car with marks placed by the inspector to show the location of every cosmetic issue.
Each mark uses a letter code to describe the type of damage, and a number to describe its size.
Letter codes:
A: Scratch (small, surface-level)
B: Dent (small)
C: Scratch and dent combined
E: Rust
G: Crack
H: Hail damage
P: Paint deterioration or peeling
S: Stone chips
U: Large dent or wavy panel
W: Wave or panel distortion (without dent)
X: Panel replacement required
XX: Panel already replaced
Y: Corrosion
Number codes (size indicator):
1: Small
2: Medium
3: Large
What to look for:
- Multiple **X** or **XX** marks on adjacent panels can indicate previous accident damage even if the grade is 4
- **E** (rust) anywhere is worth flagging, especially on older vehicles or those from snowy regions
- **U** marks on structural panels (doors, roof, pillars) warrant scrutiny
- A few **A1** or **B1** marks on a Grade 4 vehicle is entirely normal and expected
MHH Japanese Cars reviews every diagram and discuss potential issues before approving a vehicle for purchase.
No 13 - key specification of the car
The information is always in Japanese. If it is a digital report (rather than hand written) you can find that Google translate will help to decode the information for you. You should expect to read details about the key features of the car: PS = power steering, PW = power windows, SR = sunroof.
It is also really helpful to know about the inspector’s notes which are provided on the Japanese Auction Sheet below the Kms. These are easily translated using Google translate on your phone. An inspector will typically write details such as defects they have noticed. So it’s well worth the effort finding out what they have mentioned.
The Notes Section: What Inspectors Flag in Writing
Below the diagram, most auction sheets include a free-text notes section. This is where inspectors record anything that does not fit neatly into the diagram codes mechanical flags, warning lights observed, recalls, unusual odours, or anything else the inspector deems worth recording.
This section is entirely in Japanese. MHH Japanese Cars translates every note in full and explains anything that requires attention.
Common notes include:
- Engine oil light observed during inspection
- Small navigation system fault
- Tyre wear (and which axle)
- Non-standard aftermarket parts fitted
- Key fobs: number available
- Minor damp smell (relevant for vehicles stored outdoors)
Nothing in the notes section is hidden from you. If an inspector noted it, you will know about it before you approve the vehicle.
The Equipment Section: What Extras Are Listed
Most auction sheets include a checklist of optional equipment. This varies by auction house but typically covers:
- Navigation system (and whether it is working)
- Sunroof / moonroof
- Leather seats
- Keyless entry / push-button start
- Rear-view camera
- Parking sensors
- Alloy wheels (versus steel)
- Spare tyre type
For buyers importing to Kenya and East Africa, navigation systems are often Japanese specification and will not work correctly with local mapping. This is worth understanding before purchase.
How MHH Japanese Cars Uses the Auction Sheet
When you identify a vehicle to purchase, the auction sheet is not just a formality, it is the core of our quality assessment.
Here is what happens before you see a vehicle:
- Our team reviews the grade, the diagram, and every note in the inspector's section
- We translate the sheet into English
- We flag anything that warrants attention; including marks near structural panels, noted mechanical issues, replaced panels
- We discuss the sheet with you for your feedback
- You make the final decision. We do not bid without your approval.
This process means you know, in plain English, exactly what condition the car is in before you commit.
A Quick Example Reading a Grade 4 Sheet
Imagine an auction sheet for a 2021 Toyota Land Cruiser Prado with the following:
- Overall grade: 4
- Interior grade: B
- Mileage: 42,000 km
- Diagram marks: A1 (front bumper), B1 (rear left door), A1 (rear bumper)**
- Notes: "Navigation system Japanese specification. All keys present x2. No warning lights observed."
What does this tell you?
The car is in good condition with three minor marks a small scratch on the front bumper, a small dent on the rear left door, and a small scratch on the rear bumper. None of these are near structural panels. The interior is in good shape. Mileage is low for the age. The inspector found no mechanical issues.
The navigation note is worth knowing Japanese sat-nav will not work outside Japan. Everything else is positive.
This is a Grade 4 vehicle that genuinely is in good condition. The marks are what you would expect on a three-year-old car in normal use. At MHH Japanese Cars, this would be a vehicle we would recommend with confidence.
Exterior Condition Grading System at a Glance
The chart below provides a useful at-a-glance guide for the exterior condition grades given in Japanese auctions, with descriptions of what each grade means.
Interior Condition Grading System at a Glance
A quick guide for the interior condition grades given to Japanese auction cars, with a brief explanation of what each grade means.
Complete Japanese Car Grading Guide
This complete reference sheet provides the full list of the possible exterior issues identified and the relative severity of the damage found.
Japanese Year Explanations
This chart shows the recent Japanese calendar years compared to the Western calendar years to give a simple reference for the age of the car according to the calendar year provided.
Frequently Asked Questions Japanese Car Auction Sheets
What is a Japanese car auction sheet?
An independent inspection report produced by an assessor at a Japanese car auction. It records the vehicle's condition grade, every cosmetic mark, mileage, equipment, and any mechanical notes using a standardised system consistent across all major Japanese auction houses.
What does Grade 4 mean on a Japanese auction sheet?
Grade 4 means the vehicle is in good condition with only minor cosmetic marks consistent with normal use. There are no structural or mechanical issues recorded. Grade 4 is the minimum standard MHH Japanese Cars will source we do not source Grade 3.5 or below, or Grade R (repaired) vehicles.
Can I trust a Japanese auction sheet?
Yes. Auction sheets are produced by independent inspectors, not by the seller. The system is standardised across Japan's major auction houses and has a strong reputation for accuracy. It is one of the reasons Japanese used cars command a premium in export markets the paperwork is reliable.
What does Grade R mean?
Grade R indicates the vehicle has been repaired following accident damage typically structural repair, panel replacement, or significant bodywork. MHH Japanese Cars does not source Grade R vehicles under any circumstances.
What do the letter codes on the diagram mean?
Each letter represents a type of mark: A = scratch, B = dent, C = scratch and dent, E = rust, U = large dent or wavy panel, X = panel replacement required, XX = panel already replaced. Numbers (1, 2, 3) indicate size small, medium, large.
What if I can't read the auction sheet myself?
You don't need to. MHH Japanese Cars translates every auction sheet into plain English before presenting a vehicle to you. We explain every mark, every note, and anything that requires your attention so you can make an informed decision without needing any knowledge of Japanese.
Does MHH Japanese Cars provide the auction sheet for every vehicle?
Yes. We do not present a vehicle without the auction sheet and condition report. You will receive our commentary before you are asked to decide on a purchase.
What is the difference between auction grade and dealer condition descriptions?
Auction grades are assigned by independent inspectors with no financial interest in the sale. Dealer condition descriptions are written by the seller. Japanese auction sheets are significantly more reliable for this reason the inspector has nothing to gain from overstating the vehicle's condition.
Want to see an auction sheet for a specific vehicle?
Tell us what you are looking for make, model, budget, destination and we will find suitable vehicles across Japan's auction network and present you with the full auction sheet, translated into English, before you commit to anything.
Or speak to us directly: +44 (0)7483 070 720 (WhatsApp welcome)
Importing to Kenya? Read our full guide to importing a car from Japan to Kenya, including duty rates, finance options, and what to expect.
