Vehicle Inspection Form

An educational library of workplace documents — purpose, who completes them, when they are used, typical fields, common mistakes and how they connect. Linked to workplace safety, workplace training, occupations, industries and employment documents. Informational only — template examples, not legal advice or official documents; employers remain responsible and using a document does not guarantee compliance.

What a vehicle inspection form is

A vehicle inspection form is a daily walk-round check a driver completes before using a work vehicle, to confirm it is safe and roadworthy and to record any defects so they can be put right.

This is an educational overview with a simplified example. It is not an official template; driver licensing, vehicle testing and maintenance are separate matters that the employer manages.

Purpose

• Confirm the vehicle is safe to use before each shift or journey.
• Identify defects in lights, tyres, brakes and fluids early.
• Check load security and visibility aids.
• Record the check and support the maintenance regime.

Who completes it

• The driver, before use.
• Defects are reported to a supervisor or maintenance.
• Maintenance and testing are separate tasks.
• The employer decides who is authorised to drive and inspect.

When it is used

• Before each shift or first journey of the day.
• When a fault is suspected during use.
• After repair or maintenance, where the employer requires it.

Typical fields

• Vehicle registration or ID, driver, date and odometer.
• Lights, indicators, mirrors and washers.
• Tyres, brakes, steering and fluid levels.
• Load security, warning devices and bodywork.
• Defects found and action taken, with sign-off.
• Example items only — adapt to the vehicle type.

Common mistakes

• Signing the form without doing the walk-round.
• Driving a vehicle with a reported safety defect.
• No clear route to report and act on defects.
• Ignoring load security or visibility aids.

Document workflow

The daily check sits alongside the driving-for-work risk assessment, the vehicle maintenance and testing records, and driver licence checks. A safety defect should stop the vehicle being used and trigger a defect report; a collision triggers an accident report and investigation.

See the related documents below for what is commonly used with and completed after a vehicle check.

Retention (high level)

Daily checks and defect records are typically retained for a period defined by the employer and any applicable rules, alongside maintenance records. This page does not state a required period — confirm with the applicable law and the official authority.

Completing and sharing as a PDF

Daily checks are often recorded and stored as PDFs with the vehicle records. Exporting to PDF supports the record; it does not make the check official or guarantee compliance.

Employer checklist

• Ensure drivers are licensed, competent and authorised.
• Provide a form that matches the vehicle and a clear defect route.
• Make sure unroadworthy vehicles are not used.
• Keep check, maintenance and testing records together.

Driver notes

• Do the walk-round properly and do not drive a defective vehicle.
• Secure loads and check visibility before moving off.
• Report any defect and know where the form is kept.

Country considerations

Requirements for vehicle roadworthiness, daily checks, testing and licensing vary by country, and the official authority differs. This page is general and high-level — not a statement of any country’s law and not a guarantee of validity.

Confirm current requirements with the official authority for your country and a qualified professional.

Who is responsible

The employer is responsible for safe driving for work, roadworthy vehicles, driver competence and compliance. This page is an educational overview with a template example; it does not licence anyone, does not replace maintenance and does not transfer responsibility.