Vehicle Inspection Guide
Vehicle inspections can help you to identify potential vehicle defects and maintenance
concerns that could contribute to an accident. The collection of these inspection and
repair records are a critical part of any robust fleet maintenance program.
Additionally, in most states pre- & post trip inspections are required for any vehicle that
meets the definition of a commercial vehicle by the Federal Motor Carrier Safety
Administration and depending on the state, can also be required by OSHA.
Below are some tips to improve your vehicle inspection program.
Improved maintenance
Employees who operate a vehicle on a regular basis are more apt to notice if that vehicle is not performing properly which is why regular
vehicle inspections by the operator are so critical to having a proactive fleet maintenance program. The inspection helps to identify
small issues before they turn into bigger and more costly repairs. This in turn helps your mechanic to perform their job better, save
money and to extend the life of the vehicle.
Additionally, when employees are driving vehicles that are part of a fleet, it is vital to the safety of the other employees who may operate
that same vehicle, that you inspect and communicate any issues to them prior to their shift so the issue can be repaired as soon as
possible.
Record keeping
Record keeping is a critical component to any fleet management program. This could includes parts and labor costs, state inspection
records, as well as regular maintenance and inspection records. These important records should be tracked consistently for all vehicles
in your fleet and be easily retrievable should the vehicle maintenance and inspection records ever be called into question following an
accident.
Always be sure to follow the manufacturers recommended maintenance schedule and to document every step. Fleet maintenance
software programs are recommended as they are low cost, easy to use and typically have the manufacturers recommended maintenance
schedule built into their programming. Most fleet maintenance software programs also include custom pre-shift inspection forms
which can immediately notify you based on the mileage of the vehicle if maintenance is needed.
Inspection Procedures
• All entity vehicles should be inspected prior to each shift but at least daily to determine if any repairs are necessary.
• All inspection records, including those where no issues are found should be turned into the mechanic following completion.
• Any vehicles found with potentially dangerous issues should be taken out of service until the mechanic can repair the vehicle.
• If the mechanic is not qualified to perform a particular type of maintenance, then contract it out to a professional.
Below are some sample vehicle inspection forms to assist you in establishing your inspection program. These sample
forms should be customized if possible for each vehicle in your fleet.
About Trident
For more information on Trident Public Risk Solutions, visit [Link]/trident-public-risk
Disclaimer: The insurance policies, not this checklist, form the contract between the insured and the insurance company. The policies contain limits, exclusions and conditions that are not listed here. All
coverages are subject to individual underwriting judgments and to state legal and regulatory requirements. By providing its clients with risk-control information, Trident Public Risk Solutions does not
warrant that a client will necessarily experience a reduction of its insurance risks, exposures and/or losses. This checklist is provided for informational purposes only and does not constitute legal advice.
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Policies for this program are issued by one or more insurance companies of Argo Group International Holdings, Ltd. Trident is a registered name of Paragon Insurance Holdings, LLC.
Sample Monthly Vehicle Maintenance Checklist
INSPECTOR: DATE: TIME:
VIN: LICENSE PLATE:
MONTHLY MAINTENANCE COMMENTS Ok Repair N/A
Replace oil filter
Replace air filter
Change oil
Lubricate chassis
Change transmission fluid
Add antifreeze
Flush cooling system
Align wheels
Rotate tires
Adjust brakes
Tune engine
Inspect HVAC
Inspect electrical system
ENGINE COMMENTS Ok Repair N/A
Check belts for wear and tension
Inspect spark plugs
Inspect points
Inspect exhaust system for leaks, smoke and rust
Check for oil, transmission and coolant leaks
Check seals on engine block and oil pan
Check seals around filters
ELECTRICAL COMMENTS Ok Repair N/A
Check battery charge/condition
Check battery terminal condition
Test exterior lighting function
Test interior lighting function
Test signals function
BRAKES COMMENTS Ok Repair N/A
Conduct a general brake inspection
Adjust parking brake
Check brake disc condition
Check brake pad condition
Check brake hose condition
Inspect hydraulic units
Check brake fluid level
Inspect clutch
COOLING COMMENTS Ok Repair N/A
Check radiator and reservoir for leaks
Check fluid levels
Check condition of radiator fan
Adjust level of coolant
Renew coolant as necessary
STEERING COMMENTS Ok Repair N/A
Adjust play in the system
Inspect ball joints
Inspect front and rear bearings
Check dampers for leaks
Inspect steering torque
Check condition of suspension
Additional notes to Mechanic:
Sample Daily Non-CDL Vehicle Inspection Checklist
INSPECTOR: DATE: TIME:
VIN: LICENSE PLATE:
EXTERIOR COMMENTS Ok Repair N/A
Check brake lights
Check hazard flashing lights
Check headlights
Check turn signal lights
Inspect windshield for cracks
Check wiper blades and washer operation
Check mirrors
Check body of vehicle for damage
Check tires for pressure or damage
Ensure equipment and materials in truck bed is secure
Check for fluid leaks under the vehicle
Tailgate/liftgate functioning properly
Clean exterior?
INTERIOR COMMENTS Ok Repair N/A
Check horn operation
Check seatbelt
Check defrosting operation on windshield and rear shield
Check fuel levels
Check Fire extinguisher, emergency kits, first aid kits
Check radios
Clean interior?
Additional notes to Mechanic:
Inspector Signature: Date:
Sample Daily CDL Vehicle Inspection Checklist
INSPECTOR: DATE: TIME:
VIN: LICENSE PLATE:
EXTERIOR COMMENTS Ok Repair N/A
Check brake lights
Check hazard flashing lights
Check headlights
Check turn signal lights
Inspect windshield for cracks
Check wiper blades and washer operation
Check mirrors
Check body of vehicle for damage
Check tires for pressure or damage, test lug nuts
Ensure compartments, equipment and materials in truck bed is secure
Check for fluid leaks under the vehicle
Tailgate/liftgate functioning properly
Clean exterior?
INTERIOR COMMENTS Ok Repair N/A
Check horn operation
Check seatbelt
Check defrosting operation on windshield and rear shield
Check fuel levels
Check Fire extinguisher, emergency kits, first aid kits
Check radios
Clean interior?
Additional notes to Mechanic:
MECHANICAL COMMENTS Ok Repair N/A
Check windshield fluid level
Check belts for wear
Check oil level
Check coolant level
Check power steering fluid
Inspect hydraulic units
Check brake fluid level
Check brake hoses, drums, chambers
Check suspension coils for cracks
Check air brakes
Check condition of radiator fan
Check axle seals for cracks
Check exhaust system
Check dumpbed operation
Check plow controls/operation
Additional Notes to Mechanic:
Inspector Signature: Date:
