Fleet inspection checklist

Here are the basic goals of a fleet inspection checklist:

• Ensure safe operation: Fleet safety is the overriding concern, both for fleet drivers and the public sharing the roadway. Fleet inspectors must perform regular checks of critical systems (for example, lights, steering and brakes). They must also confirm that drivers are prepared for unexpected hazards by equipping vehicles with fire extinguishers and first-aid kits.

• Boost vehicle longevity: Well-maintained vehicles demonstrate more operational efficiency and longer vehicle lifespans. Inspections can detect issues ranging from standard wear and tear to major repairs. The optimized readiness that inspections represent (by use of a preventive maintenance program) limits roadside breakdowns. 

• Maintain regulatory compliance: Fleet inspections are not conducted merely for the companies owning those assets. Inspections also serve an official function mandated by the U.S Department of Transportation (DOT) and other agencies, such as the Federal Motor Carrier Safety Administration (FMCSA). Fleet inspection checklists show that the company has made good-faith efforts to uphold inspection compliance. And it’s better to catch problems before they can turn into DOT roadway infractions averaging USD 4,200 per occurrence.

A typical fleet inspection is organized around key vehicle areas:

• Exterior: Inspectors check for any body damage or fluid leaks appearing beneath the vehicle. They also evaluate any windshield cracks or similar damage and the condition of side mirrors.

• Lighting: Inspectors must evaluate the vehicle’s lighting system, including headlights, taillights, brake lights, caution lights and turn signals. Headlights should be evaluated for both standard illumination and “bright” operation.

• Wheels and tires: The inspector checks and records the tire pressure and the presence of necessary lug nuts for all wheels (and the tightness of those lug nuts). The inspector also views and records the depth of tire tread for all wheels.

• Engine: The inspector tests various fluid levels (for example, engine oil, coolant, brake fluid, power-steering fluid). A comprehensive inspection also details when oil changes have been made. Inspectors examine the condition of engine belts, hoses and related wiring.

• Interior: Surveying dashboard instruments, inspectors ensure that warning lights and instrument gauges work properly, as do essential devices like the horn and windshield wipers.

• Brakes: The inspector tests the functionality of service brakes, parking brakes and any related hydraulic lines, all of which are vital safety features. It’s estimated that 29% of trucks in crashes with injuries or fatalities demonstrate braking problems before accidents.

• Emergency gear: Mechanics should mount or store a charged fire extinguisher in a reliable cab location. Safety regulations also mandate the inclusion of a first aid kit as well as reflective hazard signage.

• Documentation: The inspection should include reviews of legal paperwork, such as vehicle registration documents, operating permits, insurance cards and inspection records. Failure to keep up with inspection records can result in costly DOT fines. 

The use of fleet inspection checklists offers numerous benefits:

• Lower maintenance costs: Checklists promote risk management goals of detecting potential problem areas (like worn hoses or low fluid levels). They also help ensure that the simple issues are addressed before they can evolve into more serious repairs or roadside breakdowns. Checklists help fleet management get a valuable heads-up about repairs ahead.

• Maximized utility and uptime: Fleet vehicles that receive proactive maintenance can remain in service longer and suffer fewer breakdowns that lessen asset utility. Unexpected mechanical failures can lead to long periods of vehicle downtime and even trigger extended complications like supply chain issues and delivery problems.

• Improved fuel efficiency: Maximizing fuel economy requires remaining attentive to engine-performance factors and ongoing tire maintenance. The use of fleet inspection checklists supports both areas by mandating checks of engine fluids and parts as well as regular inspections of tire pressure and tread wear.

• Strengthened legal protection: The modern driving experience is loaded with the potential of motor vehicle accidents (MVAs). Regularly filed fleet inspection checklists can prove in a traffic court that a company vehicle involved in an MVA was being kept in roadworthy condition—a fact that could prove legally significant.

• Telematics support: Telematics combines telecommunications and informatics to turn a fleet vehicle into a roving transmitter of information about its location, traveling speed, brake usage and other driving habits. Companies can use data to try to achieve lower insurance rates based on good driving habits. Companies with regular fleet inspections can save 15% to 20% on insurance premiums.

Fleet inspection checklists are valuable in numerous ways but can present problems. Here are the biggest challenges to their implementation:

• Extra cost and effort: Investing in a regular inspection process can prevent costly breakdowns but does present up-front expenses. Fleet inspections currently cost companies around the world approximately USD 314 billion annually. Although tracking maintenance history pays off in informational benefits, it can prove to be a tedious activity.

• Part inventory management: If a company embraces fleet management, it’s going to have to keep a supply of regularly needed parts on hand, so it can replace everything from tires to windshield wiper blades. This increases costs.

• Inspector-induced problems: Use of a fleet inspection checklist won’t erase poor human performance, like lacking proper inspector training or “pencil-whipping” their way through checklists and applying checkmarks without inspecting parts.

• Multiple maintenance schedules: A fleet management program depends on multiple types of inspections that occur at different intervals. Some inspections must be performed daily. Fleet management schedules preventive maintenance (PM) inspections according to a different frequency. Still, other inspections address regulatory or compliance requirements. Understandably, tracking all these inspections—in addition to also dealing with unexpected repairs—can become more complicated.

• Problems with paper checklists: Paper checklists can cause difficulties. They easily get torn, crumpled or stained with grease during inspections. Even worse, paper checklists can sit unread in folders, without alerting mechanics to needed repairs. Or even worse, paper checklists that are misplaced can forever vanish. Missing inspection reports are one of the most common roadway infractions.

• Lack of proper data integration: Paper checklists come up short against their digital counterparts in other ways. Paper checklists don’t support the tracking of repeat repairs and can’t verify odometer readings or prompt mechanical alerts. However, digital checklists can instantly and automatically generate work orders for needed repairs. 

Here are some easy hints for creating effective fleet inspection checklists:

• Customize the list for your fleet: A fleet inspection checklist should accurately reflect the particular fleet being evaluated. Although cars and trucks are the same species of machine, there are many key differences between them. Truck inspection checklists might prove considerably more extensive due to trucks’ increased functionality and extra load of equipment (such as ladder racks, cranes, winches and various toolboxes).

• Create multiple checklists: Organizations with commercial vehicle fleets are federally ordered to conduct both pre-trip and post-trip inspections. Pre-trip inspections judge the vehicle’s overall roadworthiness and safety (for example, tires, steering, lights). Post-trip inspections occur as shifts end, with the driver documenting any performance issues observed during that day’s driving. Maintenance crews review post-trip checklists for notes about mechanical problems that might require their investigation. You’ll also likely need specialized checklists for compliance reporting.

• Force inspectors to inspect: Ambiguity is the arch enemy of any effective inspection checklist. Some checklists contain only a blank space next to each action item. That doesn’t provide enough direction to the inspector. Instead, post a question related to that item, in a “yes” or “no” format that the inspector must choose one answer or the other. Or specify a numerical value that the inspector must enter. Finally, repurpose the blank box for inspector comments and notes. By following this process, you politely enforce the active participation of inspectors. 

• Go digital: Forward-thinking fleet managers are increasingly abandoning paper checklists for digital formats, such as fleet management software like AUTOsist or Fleetio. Digital vehicle inspection reports (DVIRs) offer numerous advantages, as do digital electronic vehicle inspection checklists (eDVIRs). eDVIRs prevent 14,000 accidents each year through advanced defect identification. Photos can easily be added to a DVIR, as can digital signatures of inspectors and fleet managers. Further, a DVIR automatically records inspection times, issues inspection updates and supports automation. And DVIRs make DOT audits easier to file and process, limiting the occurrence of compliance violations.