Vehicle inspection checklist form

This vehicle inspection checklist lets drivers check their vehicle before each departure in about three minutes. It records the mileage, fuel level and condition of each key item, and flags any defect with a description and a photo.

What is this vehicle inspection checklist used for?

The driver enters the registration number, their name, the date, mileage and fuel level, then goes through the check items one by one. If a defect is found, they describe it, attach a photo and say whether the vehicle can be used safely, needs repair soon or must not be used. A final confirmation closes the check. Used as a daily vehicle inspection checklist, it builds a dated record for each vehicle and helps your fleet manager plan repairs before a small problem becomes a breakdown.

Who is it for?

• Companies with a fleet of cars or vans
• Delivery, transport and logistics businesses
• Craftspeople and technicians on the road every day
• Associations and municipalities lending shared vehicles

How to adapt it in Mailpro

Edit the list of checks to suit your vehicles (tyres, lights, brakes, mirrors, fluid levels, equipment), rewrite the introduction and add your logo and colours. Defect details only appear when a problem is reported, thanks to conditional questions, and drivers attach photos straight from their phone. Share the form with a QR code stuck inside each vehicle, a link in a driver handbook or in an internal Mailpro newsletter; checklists arrive in Mailpro.

Tips

• Use the same order as a walk around the vehicle so the pre trip vehicle inspection checklist becomes routine.
• Ask for a photo for every defect: it speeds up the decision to repair.
• Define who decides when a vehicle must not be used, and how drivers reach them.
• This vehicle checklist supports, but does not replace, legal maintenance and inspection obligations.

Frequently asked questions

What should a vehicle inspection form include?

At minimum: identification of the vehicle and driver, mileage, the safety items checked and a clear decision on whether the vehicle may be used.

Can drivers fill it in on a phone?

Yes. The form works on mobile, including taking and attaching photos of defects.

Does it work for trucks or machinery?

Yes. Adapt the items to the equipment, for example adding load securing or hydraulic checks.

Questions in this template

The vehicle

1. Registration number
2. Driver
3. Date
4. Mileage (km)
5. Fuel level
   Full · 3/4 · 1/2 · 1/4 · Reserve

Checks

1. Check each item
2. Did you find a defect?
   No · Yes

Defects found

1. Describe the defect
2. Photo of the defect
3. Can the vehicle be used?
   Yes, no risk · Yes, but repair needed soon · No, the vehicle must not be used

Sign-off

1. Comments (optional)
2. Confirmation