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Vehicle Pre-Trip Inspection SOP Template

I wrote this as the check a driver does before a van or truck leaves the yard. It follows a walk-round order so nothing is skipped, and it says what to do when something fails.

Purpose

Find defects before the vehicle goes on the road, so it is safe to drive, legal to use and the company knows when a vehicle is not fit to leave.

Scope

Covers the pre-trip check of company vans, trucks and similar vehicles before each shift or journey. Scheduled servicing, roadside breakdowns and post-trip reports for trailers and special equipment are covered by separate procedures.

Roles and responsibilities

RoleResponsibility
DriverDoes the check, records the result honestly and does not drive a vehicle with a safety defect.
Fleet or transport managerReceives defect reports, decides if the vehicle can run, and arranges repair.
Workshop or maintenance contractorRepairs defects and records the repair against the report.

Prerequisites

  • A valid licence for the vehicle category and a driver briefed on the vehicle
  • The inspection sheet or app, and the previous driver's report
  • Torch, tyre tread gauge, tyre pressure gauge, hi-vis jacket and gloves
  • Vehicle documents: registration, insurance, inspection certificate and any permits
  • Spare fluids and a first aid kit, fire extinguisher and warning triangle in the vehicle

Procedure

  1. Read the last report. Read the previous driver's report and confirm every defect on it has been fixed or accepted by the fleet manager. Do not take a vehicle with an open safety defect.
  2. Check the vehicle documents. Confirm the registration, insurance and inspection certificates are in the vehicle and in date, and that you have your licence.
  3. Check under and around the vehicle. Look at the ground under the vehicle for oil, fuel, coolant or brake fluid leaks, and look for body damage, loose panels or anything hanging.
  4. Check the engine bay. With the engine off, check engine oil, coolant, brake fluid, power steering and screen wash levels, belts for cracks and the battery terminals for corrosion.
  5. Check tyres and wheels. Check pressure, tread depth against the legal minimum, sidewalls for cuts or bulges, and that wheel nuts are present and show no sign of loosening. Check the spare if you carry one.
  6. Check lights and signals. With a second person or a reflective surface, test headlights on dip and main, sidelights, brake lights, indicators, hazards, fog lights and reversing lights. Clean lenses and number plates.
  7. Check glass, mirrors and wipers. Check the windscreen for cracks in your line of sight, adjust mirrors, test wipers and washers and make sure the glass is clean.
  8. Check the load and fastenings. Check the load area is clean, doors and tailgate close and lock, and loads are secured with straps or nets that are in good condition and within the weight limit.
  9. Check the cab and controls. Check the seat belt, seat adjustment, horn, dashboard warning lights after starting, handbrake and steering play. Check that the cab is free of loose items that could roll under the pedals.
  10. Test the brakes before leaving. After moving a short distance at low speed, test the foot brake. The vehicle must stop in a straight line with no pulling and no soft pedal. Check the handbrake holds on a slope.
  11. Record the check and report defects. Sign the sheet with date, time, odometer reading and any defects. Report a defect to the fleet manager at once. If it affects safety, such as brakes, steering, tyres or lights, do not drive.

Revision history

VersionDateAuthorChange
1.0[Date][Name]First version

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Frequently asked questions

How long should a pre-trip inspection take?

A trained driver can usually complete a van check in a few minutes, but the time depends on the vehicle. Do not skip steps to save time.

Is this the same as a legal vehicle inspection?

No. It is a daily driver check. Periodic statutory inspections and roadworthiness tests are carried out by approved centres and are required in addition.

What should the driver do if a defect is found on the road?

Stop as soon as it is safe, call the fleet manager and do not continue if the defect affects safety. Add the defect to the next report.

Can I adapt this for forklifts or trailers?

Yes. Keep the walk-round order and replace the vehicle-specific checks, such as mast, forks, chains and couplings, with the items in the manufacturer's manual.