Daily vehicle walkaround checks: what to check and record

Identify the vehicle and the check

Record the registration or fleet label, date, time and driver’s name before starting the walkaround. Mileage helps distinguish one check from another. Use a separate record for each vehicle rather than a generic tick stating that “the fleet” was checked.

A daily check is useful only if defects are recorded and acted on. The form is evidence of what was checked, not permission to drive a vehicle that is unsafe. Follow your employer’s defect-reporting procedure and use the appropriate competent person for faults you cannot assess.

• Registration or fleet identifier
• Date, time and mileage
• Name of the person checking

Work around the outside consistently

Use the same sequence so a busy start does not mean a missed corner. Check lights, tyres, visible wheel nuts, mirrors, wipers and washers, and bodywork damage. Record defects by location so someone arranging a repair knows which tyre, light or panel is involved.

For cars and light vans, the legal minimum tyre tread is 1.6mm across the central three-quarters of the tread. Do not treat a tread figure alone as proof that a tyre is sound; record visible concerns and follow the relevant inspection procedure. The form should help you identify an issue, not encourage a guess.

• Lights and visible damage
• Tyres and wheel nuts
• Mirrors, wipers and washers
• Load security where relevant

Include cab and operating checks

Record fluid levels, brakes, horn and warning lights as appropriate to the vehicle and your checking procedure. Describe a warning or symptom in words, not just an unexplained red cross. Avoid claiming that a visual walkaround is a full mechanical inspection.

Check that the load is secure before use where relevant. If towing, give the trailer its own check of coupling, lights, tyres and load rather than assuming that checking the van covers the whole combination. Keep the trailer identifier with the record so the defect can be traced.

• Fluid-level checks
• Brakes, horn and warning lights
• Trailer coupling, tyres and lights when towing

Report defects and do not drive if unsafe

Write each defect, who it was reported to and the action taken. Do not drive if the vehicle is unsafe. A second check after a repair should be identifiable rather than silently replacing the first failed answer. The driver and the person reviewing the sheet need to understand the current state.

DVSA publishes walkaround guidance for HGV and PSV operators. Those operations have their own requirements, so a general car-and-van form should not be presented as covering every operator duty. Use guidance appropriate to your vehicle and business.

Photos can help show bodywork damage or the location of a defect. Capture a clear view and keep the date/time stamp where available, but do not rely on a photo to diagnose a mechanical problem. An annotated damage report can sit alongside the daily check without replacing the driver’s explanation.

The free Vehicle Check Sheet provides a repeatable starting point. Add the checks your organisation requires and keep defect notes visible in the PDF. A scheduled check can remind you to complete the form; Free includes two active schedules and in-app reminders, while automatic reminder emails are paid.