A pre-trip and post-trip check for work vehicles, with a clear way to report defects.
A daily walk-around takes a few minutes and catches problems such as worn tires or broken lights before they cause an accident or a fine.
This template is a general base for vans, pickups and service vehicles. Commercial motor vehicles may be subject to specific federal and state inspection and record rules, so confirm what applies to your fleet.
14 items. Complete it digitally or on paper, whichever your team prefers.
A plumber notices during the pre-trip check that the van’s left brake light is out. He marks it as a defect, the office books a quick repair at 10 am, and he drives a spare van for his first two calls. The fleet manager signs the repair on the same form.
For commercial motor vehicles, FMCSA rules require drivers to report defects that affect safe operation, carriers to certify repairs before the vehicle is driven again, and the reports to be kept for at least three months. For lighter vans, the same record shows the company found and fixed defects, which matters if a crash is later blamed on equipment.
| Driver and vehicle | Sean, Blue Ridge Flooring, Roanoke; van #3, Jul 22 |
|---|---|
| Odometer | 48,215 at start |
| Tires | All four at 55 psi, tread fine |
| Lights | Right rear turn signal out |
| Brakes, mirrors, leaks | Normal, no leaks under van |
| Defect and safe to drive | Right rear bulb out; not safe until fixed |
| Repair | Bulb replaced 7:40 am by Wes, signed by fleet manager Dana |
Sean marked the van unsafe for a single bulb because a dead turn signal makes lane changes risky with a full load of tile. The repair line shows a same-morning fix, so the van returned to service before the first job.
It is a general template. If your vehicles fall under federal or state commercial rules, use the format those rules require.
About five minutes.
A qualified mechanic, arranged by the fleet owner.
Yes, if the record is complete and stored.
Pull over somewhere safe, call the office, and add the defect to the day’s report with the time and location. If it affects brakes, steering, lights or tires, the vehicle should not continue until someone qualified says it is safe. The post-trip section then shows the defect was found during the day, not at the end.
It can. Federal commercial vehicle rules generally start at a gross vehicle weight rating or combined weight rating of 10,001 pounds or more for vehicles used in interstate commerce, and a heavy pickup with a loaded trailer can cross that. Check the ratings on the door sticker and the trailer plate.
More for the same job
Use the driver vehicle inspection report for the record you need today. To see who clocked in, and when, book a demo of EZTime.