on that one all i can suggest is they had sent you an internal dealership vehicle order pdf as they at that point not completed the OLA and only gathered the first stage of the Motability requirments. this is what Motability requires Before OLA from the Dealer. (dealers delay putting official motability orders in for various reasons)
When taking a remote application, you must obtain copies of the customer’s documentation before you submit the application in Online Applications. Ask the customer to scan – or take photos of – the following documents and email them to you:
Award notice.
Proof of address.
Driving licence (for any names drivers not on the call, they’ll need to complete the Driver Fair Processing Declaration Form).
Dealer guidelines letter (only applicable if the customer has been awarded a grant).
We recommend that you have a pre-call with the customer to request the documents. Once you’ve received and checked the documents, call the customer back to place the application.
If you’re not confident you’re speaking to the customer or appointee, don’t place the application. We’ll continue to conduct checks and the customer not present rules still apply.
What about the Statement of Responsibilities?
This still needs to be completed and signed. If you have digital signing software, such as DocuSign, we recommend you use it to gain the customer’s signature. If not, email or post the document to the customer and ask them to sign and return it. As a last resort, you can collect the signed document from them at handover before the PIN is entered. Make sure you retain a copy for your records.