Vehicle Inspection Guide

Vehicle inspections can help you to identify potential vehicle defects and maintenance
concerns that could contribute to an accident. The collection of these inspection and
repair records are a critical part of any robust fleet maintenance program.
Additionally, in most states pre- & post trip inspections are required for any vehicle that
meets the definition of a commercial vehicle by the Federal Motor Carrier Safety
Administration and depending on the state, can also be required by OSHA.

Below are some tips to improve your vehicle inspection program.

Improved maintenance
Employees who operate a vehicle on a regular basis are more apt to notice if that vehicle is not performing properly which is why regular
vehicle inspections by the operator are so critical to having a proactive fleet maintenance program. The inspection helps to identify
small issues before they turn into bigger and more costly repairs. This in turn helps your mechanic to perform their job better, save
money and to extend the life of the vehicle.

Additionally, when employees are driving vehicles that are part of a fleet, it is vital to the safety of the other employees who may operate
that same vehicle, that you inspect and communicate any issues to them prior to their shift so the issue can be repaired as soon as
possible.

Record keeping
Record keeping is a critical component to any fleet management program. This could includes parts and labor costs, state inspection
records, as well as regular maintenance and inspection records. These important records should be tracked consistently for all vehicles
in your fleet and be easily retrievable should the vehicle maintenance and inspection records ever be called into question following an
accident.

Always be sure to follow the manufacturers recommended maintenance schedule and to document every step. Fleet maintenance
software programs are recommended as they are low cost, easy to use and typically have the manufacturers recommended maintenance
schedule built into their programming. Most fleet maintenance software programs also include custom pre-shift inspection forms
which can immediately notify you based on the mileage of the vehicle if maintenance is needed.

Inspection Procedures
• All entity vehicles should be inspected prior to each shift but at least daily to determine if any repairs are necessary.
• All inspection records, including those where no issues are found should be turned into the mechanic following completion.
• Any vehicles found with potentially dangerous issues should be taken out of service until the mechanic can repair the vehicle.
• If the mechanic is not qualified to perform a particular type of maintenance, then contract it out to a professional.

Below are some sample vehicle inspection forms to assist you in establishing your inspection program. These sample
forms should be customized if possible for each vehicle in your fleet.

About Trident
For more information on Trident Public Risk Solutions, visit paragoninsgroup.com/trident-public-risk
Disclaimer: The insurance policies, not this checklist, form the contract between the insured and the insurance company. The policies contain limits, exclusions and conditions that are not listed here. All
coverages are subject to individual underwriting judgments and to state legal and regulatory requirements. By providing its clients with risk-control information, Trident Public Risk Solutions does not
warrant that a client will necessarily experience a reduction of its insurance risks, exposures and/or losses. This checklist is provided for informational purposes only and does not constitute legal advice.
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Policies for this program are issued by one or more insurance companies of Argo Group International Holdings, Ltd. Trident is a registered name of Paragon Insurance Holdings, LLC.
 Sample Monthly Vehicle Maintenance Checklist
INSPECTOR: DATE: TIME:

VIN: LICENSE PLATE:

MONTHLY MAINTENANCE COMMENTS Ok Repair N/A

Replace oil filter

Replace air filter

Change oil

Lubricate chassis

Change transmission fluid

Add antifreeze

Flush cooling system

Align wheels

Rotate tires

Adjust brakes

Tune engine

Inspect HVAC

Inspect electrical system

ENGINE COMMENTS Ok Repair N/A

Check belts for wear and tension

Inspect spark plugs

Inspect points

Inspect exhaust system for leaks, smoke and rust

Check for oil, transmission and coolant leaks

Check seals on engine block and oil pan

Check seals around filters

ELECTRICAL COMMENTS Ok Repair N/A

Check battery charge/condition

Check battery terminal condition

Test exterior lighting function

Test interior lighting function

Test signals function

BRAKES COMMENTS Ok Repair N/A

Conduct a general brake inspection

Adjust parking brake

Check brake disc condition

Check brake pad condition

Check brake hose condition

Inspect hydraulic units

Check brake fluid level

Inspect clutch

COOLING COMMENTS Ok Repair N/A

Check radiator and reservoir for leaks

Check fluid levels

Check condition of radiator fan

Adjust level of coolant

Renew coolant as necessary

STEERING COMMENTS Ok Repair N/A

Adjust play in the system

Inspect ball joints

Inspect front and rear bearings

Check dampers for leaks

Inspect steering torque

Check condition of suspension

Additional notes to Mechanic:

 Sample Daily Non-CDL Vehicle Inspection Checklist
INSPECTOR: DATE: TIME:

VIN: LICENSE PLATE:

EXTERIOR COMMENTS Ok Repair N/A

Check brake lights

Check hazard flashing lights

Check headlights

Check turn signal lights

Inspect windshield for cracks

Check wiper blades and washer operation

Check mirrors

Check body of vehicle for damage

Check tires for pressure or damage

Ensure equipment and materials in truck bed is secure

Check for fluid leaks under the vehicle

Tailgate/liftgate functioning properly

Clean exterior?

INTERIOR COMMENTS Ok Repair N/A

Check horn operation

Check seatbelt

Check defrosting operation on windshield and rear shield

Check fuel levels

Check Fire extinguisher, emergency kits, first aid kits

Check radios

Clean interior?

Additional notes to Mechanic:

Inspector Signature: Date:

 Sample Daily CDL Vehicle Inspection Checklist
INSPECTOR: DATE: TIME:

VIN: LICENSE PLATE:

EXTERIOR COMMENTS Ok Repair N/A

Check brake lights

Check hazard flashing lights

Check headlights

Check turn signal lights

Inspect windshield for cracks

Check wiper blades and washer operation

Check mirrors

Check body of vehicle for damage

Check tires for pressure or damage, test lug nuts

Ensure compartments, equipment and materials in truck bed is secure

Check for fluid leaks under the vehicle

Tailgate/liftgate functioning properly

Clean exterior?

INTERIOR COMMENTS Ok Repair N/A

Check horn operation

Check seatbelt

Check defrosting operation on windshield and rear shield

Check fuel levels

Check Fire extinguisher, emergency kits, first aid kits

Check radios

Clean interior?

Additional notes to Mechanic:

 MECHANICAL COMMENTS Ok Repair N/A

Check windshield fluid level

Check belts for wear

Check oil level

Check coolant level

Check power steering fluid

Inspect hydraulic units

Check brake fluid level

Check brake hoses, drums, chambers

Check suspension coils for cracks

Check air brakes

Check condition of radiator fan

Check axle seals for cracks

Check exhaust system

Check dumpbed operation

Check plow controls/operation

Additional Notes to Mechanic:

Inspector Signature: Date: