How to Make a Fleet Vehicle Maintenance Checklist

How to Make a Fleet Vehicle Maintenance Checklist

You’ve got to keep business moving. Expensive repairs can be a real hassle for company vehicles and can cost you even more in lost business and downtime. Avoid unexpected problems by implementing a regular vehicle inspection system with a thorough maintenance checklist for fleet vehicles.

Preventative maintenance is almost always less expensive than repairing cars that break down out of the blue, and it’s certainly more convenient. Keeping track of fleet vehicle performance and condition will help your business keep vehicles running well for longer, decrease long-term overhead costs and, most importantly, increase safety for your employees.

If you don’t know where to start in order to make a vehicle maintenance checklist and organize regular checks of your company vehicles, this article is for you.

Record the Current Condition of Fleet Vehicles

The first step is to understand and record the actual condition of each vehicle in your company fleet. With an initial assessment, you will have a better idea of what you’re working with and a starting point from which your team can track changes. This evaluation should include information such as:

  • Previous owners and/or dealer from which it was purchased,
  • Maintenance history,
  • Parts which have been replaced in the past,
  • Accidents (if any) that it was involved in,
  • Full report from current inspection,
  • Milage,
  • Fluid levels,
  • Tire condition.

Set Regular Maintenance Intervals for Fleet Vehicles

Now that you have the baseline recorded, decide how often your company fleet vehicles should be inspected. This will likely depend on the type of vehicle, frequency of use, and operating conditions. Depending on your company’s needs, maintenance intervals can be set according to operating hours, mileage or time. For example, various companies usually schedule checks for construction equipment every 3,000 miles, every 1,500 engine hours or every year. The important thing is that you set an interval for each type of fleet vehicle and stick to it.

Implement a Fleet Vehicle Maintenance Checklist

Once you have determined the current condition of each vehicle in the fleet and set the regular maintenance intervals, the next step is to make the checklist which will be implemented. When composing the checklist, it’s important that you consider measures to prolong the life of the fleet vehicles, prevent damage and breakdowns, respect industry standards and protect your personnel.

Here is a basic outline of inspection points to help you make a customized checklist for your business’ fleet vehicles:

  • Verify the condition of the undercarriage and frame of the vehicle.
  • Report any rust or points of corrosion.
  • Check the moving components in doors and windows.
  • Confirm that mirrors are secure.
  • Test all exterior lights.
  • Check for chips, cracks, leaks or other signs of damage.
  • Refill/change the windshield fluid.
  • Replace the windshield wipers.
  • Change the oil and filters.
  • Inspect the cooling and fuel systems.
  • Control the belts and hoses.
  • Refill/change antifreeze.
  • Checking for fluid leaks. Refill/change.
  • Refill/change the fluid.
  • Check the transmission mount.
  • Assess brake pad wear. Change brake pads and rotors when needed.
  • Refill/change the brake fluid level.
  • Check drive shafts and CV joints.
  • Control the conditions of tires, tread depth, wheels and rims.
  • Rotate/replace tires as needed.
  • Change tires seasonally, if necessary.
  • Ensure that all the interior lights work properly.
  • Inspect the condition of the seats and seatbelts.
  • Check vehicle comfort systems including heating. air conditioning and defrost.
  • Steering and suspension system, including fluids,
  • Electrical system components,
  • Exhaust system,
  • Auxiliary systems,
  • Horn.
  • Download this checklist here!

    Regular Driver Inspections of Fleet Vehicles

    You want to ensure that your employees have reliable equipment to do their job safely and efficiently. So, ask them how the vehicles are working. The best source of information on the performance of fleet vehicles is your actual employees. Implement regular driver inspection reports. This will help you track the condition of each fleet vehicle between maintenance checks and make small repairs along the way in order to avoid larger problems.

    Ask fleet vehicle drivers to report on:

    • Warning lights that have signaled problems,
    • The condition of wipers, breaks, mirrors, interior and exterior,
    • Tire wear and tire pressure,
    • Glass or windshield damage,
    • Periods of heavy use, increased mileage or especially difficult working conditions,
    • Driving performance, steering and braking operations,
    • Any unusual noises, smells or vibrations.

    All of your staff drivers should be trained in spotting problems and reporting them quickly. The fleet vehicle maintenance checklist items and the inspection reporting process should be reviewed with each new employee using the vehicles.

    Repair technicians and mechanics, whether on staff or external, will then have the information they need to keep your fleet vehicles running properly throughout the year.

    Fleet Vehicle Glass Maintenance – Anthony Volk Glass

    Trust the car glass experts at Anthony Volk to inspect and maintain your fleet vehicles. We recommend that heavy equipment windshields are checked annually; this includes tractors, excavators, backhoes, bulldozers and semis.

    For reliable windshield repair in Chester County, Delaware County, Montgomery County, PA, give us a call at (484) 999-3319 or request a quote online.

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    Anthony Volk

    Anthony Volk is a third generation auto glass installer born and raised in West Chester, PA. With over 20 years of personal auto glass experience he and his team will bring that experience to you.