Digital vehicle checklist: vehicle inspections on the driver's phone
Your company creates a form with its own questions. Drivers answer them before setting off, with photos and the current odometer reading, while managers track everything on Drivvo Web.
- Forms your way: yes or no, multiple choice, list or text
- Attach photos and files, even without internet
- A report that flags items that failed inspection
No credit card and no charge when the trial ends
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What is a vehicle inspection checklist?
A vehicle inspection checklist is a list the driver goes through before using the vehicle: documents, tyres, brakes, lights, fluids, equipment and bodywork. Each item is marked as pass or fail, and any issue is recorded with a photo and a comment.
In a fleet, the checklist keeps faulty vehicles off the road, catches problems early and provides a record of each vehicle's condition on each day and with each driver. It is the first step in preventive maintenance and helps when damage is found but no one 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, and managers track inspections in the browser.
Create the form
Write questions for your operations 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 fills it in on their phone
Before setting off, the driver selects the vehicle and form, answers each item, enters the odometer reading and attaches photos of any issues. Without a signal, the checklist is saved on the phone and sent when the connection is restored.
Track every inspection
The checklist is added to the vehicle history with the date, time, odometer, 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 sample form with step-by-step instructions to set it up in Drivvo. Remove what does not apply and add what is specific to your operations.
Documents
- Vehicle registration up to date
- Driving licence valid for the right vehicle class
- Insurance and roadside assistance contacts
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 indicators
- Dipped and main beams
- Tail lights and number plate light
- Brake lights and reverse 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 trip
Safety and equipment
- Seat belts
- Warning triangle
- Jack and wheel spanner
- Fire extinguisher, where required
- Mirrors
- Wipers and washer fluid
Body, glass and cab
- New body damage
- Windscreen and windows
- Doors and locks
- Cleanliness and loose items in the cab
Cargo, on trucks 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 operation calls for a different checklist. In Drivvo, each one is a form, and the driver selects 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 prevents the most breakdowns on the road.
Post-trip checklist
Done when the vehicle is returned. It records new damage, dirt, fuel and odometer readings, 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 week is enough. Items that change slowly, like the spare tyre and fire extinguisher, can go into a monthly form.
Checklists
Fleet inspection report
Every checklist stays in the vehicle history. On Drivvo Web, inspections from the selected period are grouped by form and show what paper cannot.
- How many times each answer was given, in numbers and percentages
- Items whose answer changed for the same vehicle, like a tyre that passed and later failed
- The latest answer from each vehicle to each question, in a single table
- How many vehicles were inspected and which has gone the most days 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, but the sheet gets lost in the glove box, has no photo, the handwriting is not always legible and nobody totals the answers. The problem only comes to light after the vehicle has broken down.
Spreadsheet
Better organised, but someone has to enter what was on paper. The date is when it was entered, not when the inspection took place, and the photo is somewhere else.
App
Drivers complete the checklist on their own phones, with the photo, date, time and odometer reading recorded on the spot. Managers see it as soon as it arrives and compare inspections without entering anything.
Checklists for cars, motorcycles, vans and trucks
One form per vehicle type keeps the checklist short and to the point. Here is what changes for each one.
Car
The basics: tyres, lights, fluids and documents, plus cleanliness and damage, which matter when a team car is returned.
Motorcycle
Chain, brake pads, tyres, mirrors and helmet. For delivery motorcycles, 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 cargo or equipment is secured.
Truck
Air brakes, coupling, tarpaulins and seals, tachograph and load securing, in addition to 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 order before setting off. When the vehicle belongs to a company, the company is also responsible, 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 and not in others. Transport of goods, passengers and hazardous materials usually has its own rules, with periodic inspections and specific items.
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, and add the items they require to the form.
Checklists in the Fleet plan
Checklists are part of the Fleet plan, along with 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 50 lakh 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 pass or fail, and any issue is recorded with a photo and a comment.
How do you complete a vehicle inspection checklist?
Define the items that matter for your operations, group them by part of the vehicle and choose when to complete it: before a trip, on return or every day. In Drivvo, you create the form once and the driver fills it in on their phone, with photos and the odometer reading, without paper.
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, like 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 should a vehicle checklist include?
Documents, tyres and spare tyre, brakes, lights and indicators, oil and coolant levels, required equipment, seat belts, mirrors, wipers and body 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. Custom checklists 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?
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 trucks, one for before a trip and another for after a trip. The driver selects the right form when filling it in.
Is a spreadsheet checklist still worth using?
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, the response is digital 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, that keeps the vehicle ready to pass them.
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.