Vehicle Safety Inspection Checklist
Download your vehicle safety checklist
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About this vehicle safety checklist
A vehicle safety inspection checklist keeps daily checks consistent, even when shifts are busy and different people use the same vehicle. Instead of relying on memory (or hoping someone else spotted the issue), you get a clear record of what was checked, what was found, and what happens next.
Use this checklist before a vehicle goes out on the road, after maintenance, or whenever something feels “not quite right”. It covers preparation checks, walk-around items, in-cab start-up checks, and the close-out actions that stop defects disappearing between shifts.
What this vehicle safety inspection checklist covers
- Preparation and vehicle details — confirm the vehicle, location safety, and required documents
- Walk-around checks — tyres, lights, mirrors, bodywork, leaks, load area and access equipment
- In-process checks — warning lights, brakes, steering, parking brake, reverse aids
- Safety equipment and compliance — first aid, fire extinguisher, roadside safety items (as your policy requires)
- Escalation and close-out — defect severity, who it was escalated to, and the final vehicle status
When to stop and escalate
Frontline teams should never have to guess whether a vehicle is safe. Escalate immediately and do not drive if you spot any of the following (or anything your policy defines as safety-critical):
- Fluid leaks (fuel, oil, coolant, brake fluid)
- Tyre damage (bulges, exposed cords) or tread below your internal threshold
- Brake issues (spongy pedal, grinding, poor stopping power, pulling to one side)
- Steering issues (excessive play, vibration, pulling)
- Unexpected dashboard warning lights that indicate a safety risk
- Lights not working where required for road use
How to use this checklist in your operation
Keep the checklist short enough to be done properly, and strict enough to be trusted. The goal is not to “tick boxes” — it’s to make defects visible early, so you reduce breakdowns, incidents, and last-minute disruption.
In Ocasta, teams can complete vehicle checks on a mobile device, capture notes, and create a clear trail of who inspected what and when. That means fewer handover gaps, faster escalation, and less time chasing information after something goes wrong.
Stop guessing. Start knowing.
If you want daily vehicle checks that are consistent across sites and shifts, we can show you how to run inspections and checklists in Ocasta — with real-time visibility for operations and an audit trail you can rely on.
Disclaimer: This checklist is for general guidance only and does not constitute legal, regulatory, health and safety, or professional advice. You are responsible for ensuring compliance with applicable laws, standards, and internal policies.
Included questions
Here's what's included in this vehicle safety checklist:
Preparation and vehicle details (8)
Confirm the right vehicle, the right paperwork, and safe conditions before you start. If anything is unsafe, stop and escalate.
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Text
Inspection date and time
Enter the date and time the inspection is carried out.
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Text
Vehicle registration
Use the number plate as shown on the vehicle.
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Text
Vehicle make and model
Optional but useful for reporting and maintenance records.
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Number
Current mileage
Record the odometer reading.
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Dropdown
Inspection location
Where is the vehicle being checked?
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Yes/No
Is it safe to carry out the inspection here?
Check lighting, traffic risk, ground condition, and personal safety. If no, stop and move to a safe area or escalate.
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Yes/No
Are the required vehicle documents present (as per your policy)?
For example: insurance details, operator policy pack, accident pack, defect reporting process.
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Yes/No
Do you have keys and access to all required compartments?
Cab, bonnet/engine bay access, load area, and any safety equipment storage.
Walk-around safety checks (13)
A full external walk-around. Look for damage, leaks, and anything that makes the vehicle unsafe or non-compliant.
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Yes/No
Any visible damage that could affect safety (sharp edges, loose panels, cracked mirrors)?
If yes, record details and escalate based on severity.
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Yes/No
Any fluid leaks under the vehicle?
Check for fuel, oil, coolant, brake fluid, or other leaks. If yes, do not drive and escalate immediately.
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Yes/No
Tyres in safe condition (no cuts, bulges, exposed cords, uneven wear)?
Check all tyres including spare if applicable.
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Number
Lowest tyre tread depth (mm)
Record the lowest reading. Follow your policy for minimum thresholds and escalation.
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Yes/No
Wheel nuts/bolts secure and no signs of loosening?
Look for missing nuts, rust streaks, or movement indicators.
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Yes/No
Windscreen and windows free from dangerous cracks or damage?
Pay attention to driver’s line of sight and any chips that could spread.
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Yes/No
Wipers and washers working and effective?
Check wiper blades for splits and washer fluid operation.
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Yes/No
Mirrors secure, clean, and correctly adjusted?
Include any additional mirrors (wide-angle, towing).
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Yes/No
All lights working (headlights, brake lights, indicators, hazards, reverse, fog where fitted)?
Use a walk-around with hazards on, then check brakes and reverse with assistance if needed.
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Yes/No
Reflectors and number plates present, secure, and legible?
Check for damage, missing fixings, or obscured plates.
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Yes/No
Doors, hinges, and locks working properly?
Check cab doors and load area doors. Ensure they latch securely.
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Dropdown
Load area and access equipment condition
Select the closest match. If anything is unsafe, do not use and escalate.
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Dropdown
Towbar/trailer connection (if used)
Check coupling, electrics, breakaway cable, and security.
Cab and in-process checks (10)
Checks you complete in the cab and during start-up. These catch issues that only show up when the vehicle is running.
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Yes/No
Seat belts present and working for all used seats?
Check buckle, retraction, and condition.
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Yes/No
Driver position set for safe control and visibility?
Seat, steering, mirrors, and clear view through glass.
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Yes/No
No unexpected dashboard warning lights after start-up?
If any safety-critical warning is present (for example brakes, ABS, airbags, engine), stop and escalate per policy.
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Yes/No
Horn working?
Quick functional check.
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Yes/No
Brake pedal feel normal and braking effective at low speed?
Test in a safe area. Any sponginess, pulling, grinding, or poor stopping power should be escalated.
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Yes/No
Steering feels normal (no excessive play, vibration, or pulling)?
Test at low speed in a safe area.
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Yes/No
Parking brake holds the vehicle securely?
Test carefully on a safe, appropriate gradient if available.
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Dropdown
Reverse aids (camera/sensors/alarm where fitted)
Check they function as expected. If required by policy and not working, escalate.
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Dropdown
Fuel/charge level sufficient for the planned work?
Avoid guesswork — check against the route/shift plan.
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Dropdown
Essential fluid levels (as applicable)
For example: screenwash, engine oil, coolant, AdBlue. Follow your policy for what must be checked.
Safety equipment and compliance (4)
Confirm the vehicle has what your team needs to respond safely if something goes wrong.
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Dropdown
First aid kit
Check presence, accessibility, and condition (if your policy requires it).
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Dropdown
Fire extinguisher (if required)
Check gauge/indicator and expiry where applicable.
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Dropdown
Breakdown safety items (warning triangle/hi-vis, as per policy)
Check what your policy requires for roadside safety.
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Dropdown
Spare wheel/puncture kit and tools (if applicable)
Confirm availability and condition.
Defects, escalation, and close-out (7)
Make issues visible, decide whether the vehicle can be used, and leave a clear audit trail.
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Yes/No
Any defects found during this inspection?
If yes, log the defect clearly and follow escalation steps below.
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Dropdown
Defect severity
Use your internal definitions. If you are unsure, treat it as safety-critical and escalate.
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Text
Defect details and actions taken
What you found, where it is, and what you did next (for example: isolated vehicle, booked repair, informed manager).
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Person
Who did you escalate to?
Select the person accountable for approving next steps (for example: fleet manager, duty manager).
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Dropdown
Vehicle status after inspection
This is the decision point. Avoid guesswork — if it is not clearly safe, do not use it.
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Dropdown
Follow-up required
Make the next action obvious so issues do not get lost between shifts.
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Signature
Inspector signature
Confirms the inspection was completed and recorded accurately.