Fleet Inspection Checklist Template (Editable Form Sheet, Free PDF)
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Editable Fleet Inspection Checklist Template
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What is a Fleet Inspection Checklist?
A fleet inspection checklist template is a structured form built to cover all the check items for fleet inspection. It has all the essential components of a checklist to confirm interior (start engine), windows/mirrors, and exterior condition of a fleet or vehicle for the purpose of maintaining the condition of the vehicle thereby ensuring the protection of the driver and passengers and securing the company property. A fleet inspection checklist is a preventive maintenance that ensures safety, extend the economic life of a vehicle, and reduces potential repair costs by early detection of potential issues.
Compare this Checklist to manual paper-based checklists
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What are the components of a fleet vehicle inspection checklist?
In general, a fleet inspection checklist should have (1) the vehicle information and (2) the inspection check items.
The vehicle information should include the following items all relating to tracing the vehicle’s ownership and factors that potentially affects its performance:
- Vehicle Identification Number
- License Plate
- Odometer Reading
- Make and Model
- Driver Name
- Agency
The inspection check items in the fleet inspection covers three essential parts: interior, window/mirrors, and the exterior of the vehicle.
Interior Inspection
The fleet inspection checklist covering this section is for the engine starting system of the vehicle, starting with interior inspection allows for safety critical elements focused on the needs of the driver for safety like the seatbelt and equipment needed for emergencies. In the template we featured, it goes from fuel level, steering wheel and foot brake condition, whether the registration or insurance cards are stored inside the vehicle, condition of the AC and other essential items like first aid kits or fire extinguisher.
Windows/Mirror
Inspecting the vehicle windows or mirror is to ensure that it serves its purpose to have a clear sight for the driver of what’s around them while driving. Checking the window/mirror is essentialy a visual inspection of for any cracks or damage.
Exterior Inspection
This is examining the condition of the body of the vehicle, checking for scratches, dents, cracks, or any other signs of physical damage. Checking condition of the tire for signs of wear and tear and confirming the tire pressure. This also includes checking the turn signals and emergency flashers to ensure they are functioning properly.
How Often Should You Conduct Vehicle Fleet Inspections?
Fleet inspection should be conducted on a structure timeline that is,:
Daily (pre-trip) inspection
This can be performed by drivers who should know and is well equipped about what to inspect. Fleet managers can structure the daily fleet inspection of the drivers by providing a daily fleet inspection checklist.
Weekly/Monthly inspection
This can be performed by fleet inspectors or managers. It is a comprehensive inspection that can include essential maintenance and repairs of the vehicle.
Annual inspection
This is a close assessment of the condition of the vehicle and is also performed by a well-trained fleet inspector. This covers compliance checks depending on the local regulation.
Depending on the needs and timeline, you can conveniently build and customise the template within the same digital app for the fleet inspection checklist template previewed here.
How to effectively utilise your fleet inspection checklist?
Fleet inspection plays a vital role in ensuring safety and proper management of business assets. Utilising a fleet inspection checklist implies that the company has an intention to do an early resolution of mechanical issues, ensuring compliance with regulatory standards and to work towards maintaining the optimal performance of the vehicle. Here are some of the ways to effectively utilise a fleet inspection checklist:
Set standards for inspection and completion of fleet inspections
Fleet managers should be responsible for establishing clear standards on how to perform fleet inspection at the same time ensuring compliance with the fleet inspection procedures. This includes defining what to check during visual inspection in each check item and how to inspect it.If the organisation is still using a paper-based or manual vehicle inspection process, go for the switch and invest on digital means to complete the inspection like this fleet inspection app that allows for the user to save or clone a form and lets the manager organise the completed forms for easier access all within the app.
Make use of digital inspections
There are a lot of benefits of going digital when it comes to maintenance or inspection. It simplifies the whole process and completely removes potential issues of paper-based inspections like losing a document, or had to read hand-writes, difficult to add photos for proof and other limitations. More and more fleet management organisations are making the switch to digital inspection because of how it streamlines fleet inspection and reduce human errors. For example, this fleet inspection checklist template was pre-built using a digital app that allows users to perform the inspection online or offline, it offers great features such as uploading of photos or videos to show indication of dents or scratch instantly when discovered. Additionally, this checklist is accessible through a mobile app that makes the job seamless and faster record keeping.
Other popular fleet inspection templates you can use and customise for free
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This Fleet Inspection Checklist was generated with Dashpivot
Significantly improve your fleet inspection checklist by creating and using a digital format:
- Access, edit and complete fleet inspection from any device - mobile, tablet or computer.
- Print, download or send your fleet inspection checklist as perfectly formatted PDF documents with your company logo.
- Store your fleet inspection checklists securely online, where they can be searched and found in seconds
- Invite internal and external parties to see, edit and sign off fleet inspections online.
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