Fleet audit checklist: items and tools

Keeping fleet vehicles in good condition becomes simpler when the operation has planned activities to check safety, upkeep and maintenance. One of these activities is carrying out an audit checklist.

With this tool, you keep track of the condition of the vehicles, reduce the chance of failures in the routine and also prepare better for official inspections and vehicle checks. An internal fleet audit and a vehicle check by the traffic authority are not the same thing: the first is a company management practice; the second is a responsibility of the competent authorities.

You need to know and keep an appropriate routine so that the vehicle runs in safe conditions and meets the criteria required in the applicable checks. This way, in addition to avoiding operational problems, you support more efficient management from an operational and economic standpoint.

Read on:

• What is a fleet audit?
• What is the fleet audit process for?
• How do you create an audit checklist?
• Which items should an audit checklist include?
• What tools can you use to create an audit checklist?

What is a fleet audit?

An audit is a procedure carried out in many sectors and companies to assess whether activities are running according to plan and whether they were executed in the best possible way to achieve pre-established objectives.

When a fleet audit takes place, one of the main stages is maintenance. In it, an internal inspection of the vehicles is carried out to detect whether they are well kept, whether there are parts that need to be replaced or components that could cause problems in the future.

This internal process should not be confused with the vehicle check carried out by the traffic authority. In Brazil, under traffic legislation, it is up to the state executive traffic authorities to check vehicles, inspect vehicle safety conditions, and register, plate and license vehicles. Even so, vehicle inspection should also take place within the fleet itself, because the company needs to identify problems before they affect the operation or the vehicle's legal compliance.

What is the fleet audit process for?

A fleet audit has three main functions:

1. Providing more safety on daily routes and long-distance trips.
2. Helping the vehicle be in good condition when it goes through a fleet vehicle check or another applicable verification.
3. Ensuring the efficiency and performance of vehicles in transportation operations, avoiding failures and costly surprises for the company.

Its importance lies in these same points. These are fundamental actions for having control over maintenance, the useful life of assets and the reduction of the fleet's operating costs. In addition, before putting the vehicle into circulation on public roads, the driver must check that the mandatory equipment is present and in good working order.

How do you create an audit checklist for fleets?

It is through the vehicle checklist that you will carry out the fleet audit, checking items that are crucial to the vehicles' operation and generating reports and analyses as you collect the information.

In addition, the checklist helps arrange work orders when needed. If any error or nonconforming item is identified during the check, the vehicle should be sent for corrective service as soon as possible, according to the priority of the issue found.

Items that should be included in an audit checklist

Given the audit checklist's focus on safety, these are some of the main items that should be on your verification list:

• Seat belt;
• Horn;
• Spare tire;
• Front and rear bumpers;
• Vehicle position lights;
• Brakes;
• Fire extinguisher expiration date;
• Wheel guards.

If you already have a vehicle safety inspection list, you can use it as a starting point or even reuse all of its items. Just remember to consider which criteria are used by the traffic authority in your region and include the necessary items in your audit checklist.

Tools to create your checklist

To create your audit checklist, you can choose a printable PDF document or an Excel or Google Sheets spreadsheet. If you already use more modern tools, you can create a checklist alternative quite conveniently in an electronic checklist system.

Printable PDF document

To create this document, you have two alternatives: use a written document, such as in Word or Google Docs, or create a laid-out document in a design tool, such as Photoshop.

Once it is ready, in both cases, the file can be saved in PDF format, producing a higher-quality print.

Excel or Google Sheets spreadsheets

Spreadsheets work better for entering the information collected in the vehicle inspection by collecting the completed checklist. That way, they are used as a maintenance management tool, rather than just a checklist model.

However, the spreadsheet can be adapted to work as a verification list, since it has the formatting needed to mark an item as “OK” or nonconforming.

Prolog App Electronic Checklist

An electronic checklist system brings speed and convenience to the routine of the fleet manager and the drivers. In addition to making it easier to create the necessary questionnaires, it increases productivity when inspecting the fleet.

The benefits of the electronic checklist include eliminating paperwork, reducing errors, centralizing data, automating reports, clarity to identify and fix problems in vehicles, and carrying out maintenance management more effectively.

Here at Prolog, we have developed a complete and intuitive system for your fleet. Checklists can be filled out on cell phones with the Prolog app, configured for specific vehicle models, receive photos taken at the time of the inspection and automatically generate complete reports. When a nonconformity is flagged, work orders are generated automatically.

Learn even more about our system in a free demo with one of our specialists: book yours now.