Digital vehicle checklist: inspections on the driver's phone
Your company creates a form with its own questions. Drivers complete it before setting off, with photos and the current odometer reading, while managers track everything on Drivvo Web.
- Forms to suit you: yes or no, multiple choice, list or text
- Attach photos and files, even offline
- A report that flags items that no longer pass inspection
No credit card and no charge when the trial ends
Rated 4.8 on Google Play, with more than 5 million downloads
What is a vehicle inspection checklist?
A vehicle inspection checklist is a list the driver works through before using the vehicle: documents, tyres, brakes, lights, fluids, equipment and bodywork. Each item is marked as pass or fail, with a photo and comment for anything wrong.
In a fleet, the checklist keeps faulty vehicles off the road, spots problems early and records the vehicle's condition each day and for each driver. It's the first line of preventive maintenance and provides a quick answer when damage appears and nobody knows who caused it.
How to inspect a vehicle with Drivvo
From form to report in three steps. Drivers use the app on Android or iPhone, while managers follow along in the browser.
Create the form
Write questions for your operation and choose the answer type: single choice (yes or no, pass or fail), multiple choice, list, short text or long text. Mark required questions and create a form for each type of vehicle.
The driver completes it on their phone
Before setting off, the driver selects the vehicle and form, answers each question, enters the odometer reading and attaches photos of anything they find. With no signal, the checklist is saved on the phone and sent when the connection returns.
Track every inspection
The checklist is added to the vehicle history with the date, time, odometer reading, driver, answers and attachments. On Drivvo Web, the report shows what changed between inspections and which vehicle has gone the longest without a checklist.
What a vehicle inspection checklist should include
Use this list as a vehicle inspection checklist template. For paper, print the inspection sheet and fill it in by hand. For an electronic checklist, download the example form with step-by-step instructions to set it up in Drivvo. Remove anything that does not apply and add anything specific to your operations.
Documents
- Vehicle registration up to date
- Driving licence valid for the correct category
- Insurance and breakdown cover contact details
Tyres and wheels
- Tyre pressure
- Wear, cuts and bulges
- Spare tyre inflated and in good condition
- Wheel bolts and nuts
Brakes and steering
- Service brake
- Handbrake
- Brake fluid level
- Play or noise in the steering
Lights and signals
- Dipped and main beams
- Rear lights and number plate light
- Brake lights and reversing lights
- Indicators and hazard lights
- Horn
Engine and fluids
- Engine oil level
- Coolant level
- Leaks under the vehicle
- Warning lights on the dashboard
- Enough fuel for the journey
Safety and equipment
- Seat belts
- Warning triangle
- Jack and wheel brace
- Fire extinguisher, where required
- Mirrors
- Wipers and washer fluid
Bodywork, glass and cab
- New bodywork damage
- Windscreen and windows
- Doors and locks
- Cleanliness and loose items in the cab
Load, for lorries and vans
- Load securing and distribution
- Tarpaulins, doors and seals
- Tachograph working, where required
Pre-trip, post-trip or daily checklist
Each stage of the journey calls for a different checklist. In Drivvo, each one is a form, and the driver picks the right one when filling it in.
Pre-trip checklist
Done before the vehicle leaves the garage or yard. It checks what could stop the trip: tyres, brakes, lights, documents and fuel. It is the most common checklist and the one that prevents the most breakdowns on the road.
Post-trip checklist
Done when the vehicle is returned. It records new damage, dirt, fuel and odometer reading, and shows who had the vehicle when the problem appeared. Essential for shared vehicles and pool cars.
Daily or weekly checklist
For a vehicle that always stays with the same driver, one check a day or a week is enough. Items that change slowly, like the spare tyre and fire extinguisher, can go on a monthly form.
Checklists
Fleet inspection report
Every checklist stays in the vehicle history. On Drivvo Web, inspections for the period are grouped by form and answer questions paper can't.
- How many times each answer was given, as numbers and percentages
- Items whose answer changed for the same vehicle, such as a tyre that passed an inspection and later failed
- Each vehicle's latest answer to each question, in a single table
- How many vehicles were inspected and which has gone the longest without a checklist
- Answers month by month and drivers' notes, filtered by vehicle, period and form
Paper, spreadsheet or app checklist
Paper
Cheap and easy to start with, but the sheet gets lost in the glovebox, has no photo, the handwriting isn't always legible and nobody totals up the answers. The problem only comes to light once the vehicle is off the road.
Spreadsheet
Better organised, but someone has to type up what's on paper. The date is when it was entered, not when the inspection took place, and the photo is somewhere else.
App
Drivers answer on their own phones, with the photo, date, time and odometer reading recorded on the spot. Managers see the checklist as soon as it arrives and compare inspections without typing anything.
Checklists for cars, motorbikes, vans and lorries
One form per vehicle type keeps the checklist short and to the point. Here's what changes for each one.
Car
The basics of tyres, lights, fluids and documents, plus cleanliness and damage, which matter when a company car is returned.
Motorbike
Chain, brake pads, tyres, mirrors and helmet. For delivery motorbikes, also the top box and phone mount.
Van and light commercial vehicle
Side and rear doors, seats and seat belts in every position, and how the load or equipment is secured.
Lorry
Air brakes, coupling, tarpaulins and seals, tachograph and load securing, as well as the car items.
What the law usually requires
In almost every country, the driver is responsible for the condition of the vehicle: brakes, tyres, lights and required equipment must be in good working order before setting off. When the vehicle belongs to a company, the company is also responsible, both as the vehicle owner and as the driver's employer.
The list of required equipment varies from country to country. A warning triangle, reflective vest, first aid kit and fire extinguisher are required in some places but not in others. Transporting goods, passengers or hazardous materials usually has its own rules, with regular inspections and specific equipment.
The checklist is how the company shows the check was done: each inspection is recorded with the date, time, odometer reading, driver and photos. Check the rules for your country and industry, then add the required items to the form.
Checklists in the Fleet plan
Checklists are part of the Fleet plan, alongside refuelling, expenses, maintenance, trips, drivers and access profiles. The plan is priced per vehicle, and the 15-day trial is free.
See Drivvo fleet managementStart your 15-day free trial
Once your account is created, you go straight into Drivvo Web to add your vehicles and invite your drivers.
What you get in the trial
- 15 days with full access
- No credit card required
- 10 to 100 vehicles, depending on your fleet size
- Help from our team to get started
- If you subscribe later, your records are still there
Managing 200 vehicles was chaos with spreadsheets. Drivvo organised everything and reduced our costs by 18%.
Rated 4.8 on Google Play, with more than 5 million downloads
Frequently asked questions
What is a vehicle inspection checklist?
It is a list of items the driver checks on the vehicle before using it, such as tyres, brakes, lights, fluids, documents and required equipment. Each item is marked as pass or fail, and any problems are recorded with a photo and a comment.
How do you complete a vehicle inspection checklist?
Choose the items that matter for your operations, group them by part of the vehicle and decide when to check them: before a trip, on return or every day. In Drivvo, you create the form once and the driver completes it on their phone, with photos and the odometer reading, without paperwork.
Should the vehicle checklist be completed daily?
For a vehicle used every day, a short checklist before each trip or once a day is ideal. Items that rarely change, such as the spare tyre and fire extinguisher, can go on a weekly or monthly form. The report shows which vehicle has gone the longest without an inspection.
What must a vehicle checklist include?
Documents, tyres and spare tyre, brakes, lights and indicators, oil and coolant levels, required equipment, seat belts, mirrors, wipers and bodywork damage. The list on this page can be used as a template and printed or saved as a PDF.
Is there a free vehicle inspection app?
Drivvo is free for personal use, with refuelling, expenses, maintenance and reminders. Checklists with your own forms are part of the Fleet plan, which has a 15-day free trial with no credit card required.
Can drivers complete the checklist without internet access?
Yes. The app saves the checklist on the phone, including answers and photos, and sends it when the connection is restored.
Can I take photos of the vehicle for the checklist?
Yes. Drivers can attach photos from the camera or gallery, as well as files such as PDFs. The attachments stay with the checklist in the vehicle history.
Can I have a checklist for each type of vehicle?
Yes. Create one form for cars, another for motorcycles or lorries, one for before a trip and another for after a trip. The driver selects the right form when completing it.
Is a spreadsheet checklist still worth it?
A spreadsheet is fine to start with, but someone has to enter what was checked, and the date and photo can get lost along the way. In the app, everything is recorded digitally from the start, with the date, time, odometer reading and photo.
Does the checklist replace the official vehicle inspection?
No. Official inspections are carried out by the transport authority. The checklist is the company's routine check before and after use, helping keep the vehicle fit to pass inspection.
How much does the Drivvo checklist cost?
Checklists are included in the Fleet plan, priced per vehicle, monthly or annually, with a discount on the annual plan. Prices are on the Pricing page, and the 15-day trial is free with no credit card required.
Swap the paper checklist for your phone
Try the Fleet plan for 15 days, with checklists, forms and reports for the whole team.