Vehicle inspection form

Your vehicle inspection form should include sections for brakes, steering, lighting, tires, wheels, emergency equipment, fuel systems, and exhaust systems. Document the inspector’s name, date, vehicle identification, and specific defects found. Include a signature section to verify completion and a process for reporting and addressing safety-critical defects before vehicle operation.

The vehicle operator (driver) typically bears primary responsibility for completing inspection forms, as they have the most immediate contact with the vehicle. Organizations with dedicated maintenance personnel may share this responsibility. Both the person performing the inspection and the fleet manager must ensure proper completion of forms and address any defects found during the inspection.

Create accountability by implementing digital inspection forms that timestamp entries and require photos of key components. Provide proper training on inspection techniques and why each item matters while you conduct random verification inspections to compare with submitted forms. Most importantly, respond quickly to all issues as this also reinforces that the inspection process is important and necessary.

Without proper vehicle inspection forms, you risk increased liability in accident cases, potential regulatory fines, higher insurance premiums, and more frequent unexpected breakdowns. Many insurance claims may be denied if you cannot prove regular inspections. Beyond financial impacts, the safety of your drivers and others on the road is compromised when mechanical issues go undetected.