Digital vehicle checklist: inspections on the driver's phone
Your company creates a form with its own questions. Drivers complete it before leaving, 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 offline
- Reports that flag items that failed 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 goes through before using the vehicle: documents, tires, brakes, lights, fluids, equipment, and bodywork. Each item is marked as pass or fail, and any issues are documented with a photo and a comment.
For a fleet, the checklist keeps vehicles with problems off the road, catches issues early, and documents each vehicle's condition by day and driver. It's the first line of preventive maintenance and a quick way to check the facts 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, and managers track inspections in their browser.
Build 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 leaving, the driver selects the vehicle and form, answers each question, enters the odometer reading, and attaches photos of any issues. With no signal, the checklist is saved on the phone and sent when the connection returns.
Track every inspection
The checklist goes into the vehicle history with the date, time, odometer reading, driver, answers, and attachments. On Drivvo Web, the report shows what changed from one inspection to the next 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 out by hand. For an electronic checklist, download the example form with step-by-step instructions to set it up in Drivvo. Remove what does not apply and add what is specific to your operation.
Documents
- Vehicle registration up to date
- Driver's license valid and for the correct class
- Insurance and roadside assistance contacts
Tires and wheels
- Tire pressure
- Wear, cuts, and bulges
- Spare tire inflated and in good condition
- Wheel bolts and nuts
Brakes and steering
- Service brake
- Parking brake
- Brake fluid level
- Play or noise in the steering
Lights and signals
- Low and high beams
- Taillights and license plate light
- Brake lights and reverse lights
- Turn signals and hazard lights
- Horn
Engine and fluids
- Engine oil level
- Coolant level
- Leaks under the vehicle
- Dashboard warning lights
- Enough fuel for the trip
Safety and equipment
- Seat belts
- Warning triangle
- Jack and lug wrench
- Fire extinguisher, where required
- Mirrors
- Wipers and washer fluid
Body, glass, and cab
- New body damage
- Windshield and windows
- Doors and locks
- Cleanliness and loose items in the cab
Cargo, for trucks and vans
- Load securement and distribution
- Tarps, doors, and seals
- Tachograph working, where required
Pre-trip, post-trip, or daily checklist
Each stage of the day calls for a different checklist. In Drivvo, each checklist is a form, and the driver chooses the right one when filling it out.
Pre-trip checklist
Completed before the vehicle leaves the garage or yard. It checks for issues that could stop the trip: tires, brakes, lights, documents, and fuel. It's the most common checklist and the one that prevents the most breakdowns on the road.
Post-trip checklist
Completed when the vehicle is returned. It records new damage, dirt, fuel, and the odometer reading, and shows who had the vehicle when a 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 tire and fire extinguisher, can go on 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 reveal what paper can't.
- How many times each answer was given, as counts and percentages
- Items whose answers changed for the same vehicle, like a tire that passed and then failed
- Each vehicle's latest answer to every question, in one 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, date range, 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, and the handwriting isn't always legible. Nobody tallies the answers. The problem only becomes clear after the vehicle breaks down.
Spreadsheet
More organized, but someone has to enter what's on paper. The date is when it was entered, not when the inspection happened, and the photo is somewhere else.
App
Drivers fill it out on their own phones, with a photo, date, time, and odometer reading recorded on the spot. Managers see the checklist as soon as it's submitted 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's what changes for each one.
Car
The basics: tires, lights, fluids, and documents, plus cleanliness and damage, which matter when a team car is returned.
Motorcycle
Chain, brake pads, tires, 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 cargo or equipment is secured.
Truck
Air brakes, coupling, tarps and seals, tachograph, and load securement, 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, tires, 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. Freight, passenger, and hazardous goods transport usually have their 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 your industry and add the items they require to the form.
Checklists in the Fleet plan
Checklists are part of the Fleet plan, along with fuel-ups, expenses, maintenance, trips, drivers, and access profiles. Pricing is 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 organized 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's a list of items the driver checks before using the vehicle, such as tires, brakes, lights, fluids, documents, and required equipment. Each item is marked pass or fail, and any issues are recorded with a photo and comment.
How do you complete a vehicle inspection checklist?
Choose the items that matter for your operation, group them by vehicle area, and decide when to complete it: before a trip, after a trip, or every day. In Drivvo, you create the form once, and drivers complete it on their phones with photos and odometer readings, without paper.
Should a 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 tire 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, tires and spare tire, brakes, lights and turn signals, oil and coolant levels, required equipment, seat belts, mirrors, wipers, and body damage. The list on this page works as a template and can be printed or saved as a PDF.
Is there a free vehicle inspection app?
Drivvo is free for personal use, with fuel-ups, expenses, maintenance, and reminders. Custom checklists are part of the Fleet plan, which has a free 15-day trial with no credit card required.
Can drivers complete checklists without internet access?
Yes. The app saves the checklist, answers, and photos on the phone, then sends them when the connection is restored.
Can I take photos of the vehicle for the checklist?
Yes. Drivers can attach photos from the camera or photo gallery, as well as files such as PDFs. 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 pre-trip inspections, and another for post-trip inspections. Drivers select the right form when completing a checklist.
Is a spreadsheet checklist still worth it?
A spreadsheet is fine to start, 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 transportation authority. The checklist is the company's routine check, before and after use, that helps keep the vehicle ready to pass inspection.
How much does the Drivvo checklist cost?
Checklists are included with the Fleet plan, priced per vehicle, monthly or yearly, with a discount on the yearly 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
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