Vehicle checklist models to print and adapt

A company that has a fleet needs to organize its inspections with checklist models suited to the vehicles and to the operation's routine.

The checklist helps with driver oversight, provides safety and confirms that key parts are working properly for the good performance of trucks, motorcycles, cars and other vehicles.

There are different formats for recording the checks. The choice should consider the vehicle type, the inspection frequency, the level of detail needed and how the team will fill in and consult the information.

See below:

• Vehicle checklist models
• What are the most used checklist formats
• How to build a vehicle checklist
• Examples of vehicle checklists
• How to choose between the different checklist models
• When to use each vehicle checklist model
• Common mistakes when using vehicle checklists
• Customizing checklist models

Vehicle checklist models

Watch: vehicle checklist templates and examples (video in Portuguese)

The models below can be used as a starting point and adapted to the fleet's needs. You can also create specific questionnaires for different vehicle types, such as semi-trailers, tractor units and buses.

Questionnaire

The questionnaire is made up of a series of specific questions that are usually answered in writing, with short sentences.

We say “specific” because it should be divided into sections, such as:

• Driver
• Safety
• Lights
• Electrical system
• Mechanical system
• Documentation
• Tires

Example question:

• Are the right and left rear turn signals working normally?

Example answers:

• Yes, all in order.
• Only the left one is working.
• Both turn signals are faulty.

OK and NOK

This is a quicker type of check, with answers of only OK (meaning everything is fine) and NOK (not ok – meaning something is not fine).

Usually, all the items that each driver must check are placed on a single sheet for daily use.

The questions are more direct, showing only the names of the items, such as: driver's license, seat belt, turn signals, headlights, brakes, visible tire issues, among others.

Right next to each item to be checked, there should be two spaces for “OK” and “NOK”, which the driver will fill in according to the condition assessed.

Example question and answers:

• Front left headlight: OK (X) | NOK ( )

OK means yes, the headlight is working in perfect condition.

• Front left headlight: OK ( ) | NOK (X)

NOK means the headlight has some issue, being burned out or broken.

Daily

Among the checklist models, the daily one is the most common.

When done on paper, it can be a “daily-monthly” style, that is, a sheet with daily inspection items and 30 boxes next to each one, to be used every day of the month.

Or it can be a single style, where a new checklist sheet is printed and used for each day.

The daily model is quicker to answer, checking only the essential aspects for a short route, such as headlights, seat belt, brakes and fuel level.

It does not check larger items, such as the vehicle's suspension or how the engine is working and, for this reason, should be used only in a preventive routine. For complete inspections, the complete checklist should be used.

It is worth noting that you can also create weekly, biweekly checklist models and so on. It all depends on how often the vehicles are used and on your maintenance schedule over time.

Paper checklist

With a handwritten and/or printed paper checklist, it is hard to consult and very likely to get lost, both on the side of the driver, who carries a lot of paperwork on trips, and on the side of the manager, who has a large volume of documents to analyze.

As a result, the checklist takes a long time to reach the company's head office, hurting urgent maintenance actions. Besides that, there is also a strong possibility that some necessary notes will be forgotten or written down incorrectly.

When there are errors in filling in or reading the work order, service can be delayed and leave a large number of trucks stopped in the company's parking lot, causing losses.

Unlike an electronic checklist, paper can get lost, crumpled, dirty or mixed up with other documents, which makes the checklist lose its role of supporting maintenance and become almost an obstacle to the fleet's productivity.

Digital checklist

The electronic checklist system lets you create several types of questionnaires in the OK and NOK model.

The driver does the inspection with the app, straight from a phone. This can be done at the start and end of a trip, with the daily checklist model, or at scheduled intervals, with more complete and thorough inspections.

In either case, the whole process is very quick and simple.

We are talking about a modern digital product that lets you:

• Identify each driver and vehicle
• Customize the checklist, adding and removing items whenever necessary
• Open Work Orders directly in the app
• Consolidate the data recorded in inspections into charts and tables
• Let the fleet manager consult the truck condition records
• Confirm responsibility for the vehicles through an electronic signature

What are the most used checklist formats?

The most used formats are generally the daily checklist and the preventive service checklist, done every six months or when the vehicle reaches 10,000 km driven.

The daily inspection checklist is used to quickly check the general condition of the vehicle at the start of each workday and is ideal for identifying problems that could compromise the vehicle's safety and efficiency.

In this case, the oil level, tire pressure, lights and brake condition are checked.

The preventive maintenance checklist, on the other hand, is used for more in-depth inspections, such as checking mechanical, electrical and structural components. It is essential for extending the useful life of vehicles and preventing serious mechanical failures.

Other formats include the safety items checklist, which focuses on aspects such as seat belts, fire extinguishers and braking systems; and the fleet audit checklist, a broader and more detailed assessment of the general condition of the vehicles.

How to build a vehicle checklist?

Start by understanding the vehicle types that make up your fleet and the operations they carry out. Trucks, buses, vans and light vehicles will have different maintenance and inspection requirements. Also define which vehicle models each checklist should be applied to.

Then, list all the critical components that need to be checked regularly. For each vehicle type, include the specific items that apply.

Also decide whether the checklist will be daily, weekly, monthly or based on mileage. This will depend on how intensively the fleet is used and on its preventive maintenance needs.

Organize the checklist into clear, logical sections, such as safety, mechanical, electrical and documentation.

For each item, create clear, direct questions that can be answered quickly. You can also include areas where drivers or technicians can add further comments about any problem.

Checklist examples by vehicle type

Beyond the checklist models you have just seen, you may be wondering what to include at inspection time. To understand, in general terms, what to check in your fleet, see the different vehicle checklist examples:

Truck checklist

Bus checklist

Forklift checklist

Before starting the forklift, the operator should do a visual check. After this step, they should do the operational check before use, with the key on.

Motorcycle checklist

Light vehicle checklist

You can also download some ready-made models (in Portuguese) to start using in your operation right away.

How to choose between the different checklist models?

Choosing the most suitable checklist model for your fleet depends on several factors, including the vehicle type, the complexity of the operation and the specific maintenance needs.

That is why you need to:

• Understand the fleet's needs and the volume of demand
• Consider the frequency of the inspections carried out
• Assess the complexity of each of the checklist models

In practice, use a short format, such as OK and NOK, when the team needs to record objective, recurring checks. Prefer the questionnaire when the answer requires context. For a paper routine, choose between one sheet per inspection and a grid with the records for the period; in the digital format, adapt the items and the vehicle model before making the form available to the team.

When to use each vehicle checklist model?

The daily checklist is ideal for quick, routine inspections done before the start of each route. It is also essential to do the same checklist on arrival, to make sure no incident is lost.

This model is recommended for all fleets, being one of the most effective ways to make sure vehicles are in proper condition to operate every day.

The preventive maintenance checklist, because it is more complete and focuses on deeper aspects of the vehicle, is used at scheduled intervals, such as every 10,000 km driven or every six months, depending on how intensively the vehicle is used.

For other types, such as the safety items checklist, how often they are done can be assessed according to the conditions of your operation. In general, however, they can be used before long trips or transport that demands stricter safety conditions.

The fleet audit checklist, in turn, can be applied when a complete analysis of the fleet is needed.

Common mistakes when using vehicle checklists

Using a vehicle checklist is essential to ensure proper maintenance and fleet safety, but there are some common mistakes that can compromise the process. Among them:

Improper filling-in

One of the most common mistakes is filling in the checklist incorrectly or incompletely. Drivers may rush the process, failing to record critical information or marking items without checking them properly.

Lack of regularity

Another mistake is not doing the checklist as often as needed. Whether daily, weekly or monthly, it is crucial that the checklist is done according to the established schedule to ensure symptoms are detected before they become real problems.

Ignoring customization

Using a generic checklist model without adapting it to the fleet's specific needs can lead to important items being left out. Every fleet has its own particularities, and the checklist should reflect that.

Not analyzing the data collected

Collecting data through the checklist is only the first step. Not analyzing this data to identify trends and patterns can result in missed opportunities for improvements and failure prevention.

Lack of follow-up and review

Not checking whether the checklists are being properly filled in and not reviewing the processes regularly can lead to a drop in the quality of inspections.

Customizing checklist models

The checklist examples we have shared can serve as a basis for your fleet, but it is important to remember that they do not need to be followed exactly as they are.

To customize checklist models, you can use programs such as Word, Excel and Google Sheets. These tools let you create lists adapted to your needs, which can be printed and made available to drivers.

However, using a digital checklist platform offers many additional advantages. With Prolog, for example, you can start from ready-made models and adapt them to the fleet's needs.

You can also create specific questionnaires for each vehicle type and make them available so that drivers can do the inspections directly on their phones.

Customization lets you add or remove items as needed. Before making the form available, check the vehicle type, how often it will be applied, the sections and the answer format; then review the model when the operation's routine changes.

Want to know more about how Prolog's digital checklist solution can optimize your fleet management? Get to know our platform in a free system demo.