Daily Vehicle Safety Checks: What Van Fleet Managers Need to Know

If you’re a transport manager of a van fleet, you’re no doubt all too aware of the serious consequences of road traffic accidents that occur during the course of business.

Corporate manslaughter charges, insurance claims, investigation by the Health and Safety Executive, unlimited fines, driving licence bans and prison sentences … These are all potential consequences of failure to comply with vehicle compliance duties.

It therefore pays to ensure you have done all that is necessary to fulfil your obligations, and can prove it. One such legal requirement is performing daily vehicle checks to ensure your van fleet is safe and roadworthy, and the DVSA requires no less than 37 checks across 13 vehicles areas.

It can seem a burdensome task for a busy transport manager, so we have set out the legal requirements, along with our tips for encouraging driver compliance and maximizing the effectiveness of time spent on such activities.  

Want to find out more? See how you can improve your fleet compliance with our free guide. Click below to download.

The 37 daily vehicle safety checks

A responsible person must undertake a daily vehicle safety check just before a vehicle is used each day. If you have multi-trailer operations, a walk-around check should be made on each vehicle being used. If you have in-service driver changes then it is preferable to have a responsible person carry out the initial check and for the drivers to then monitor the vehicle during its running.

The full list of vehicle checks can be found on the government’s website here, which provides an at -a-glance vehicle checklist for easy reference. Alternatively, video guides can be found on the DVSA’s YouTube channel, like the one below.

Other checks

Drivers are also under a duty to report any other issues that may signal that the vehicle is developing a fault, such as warning lights, vibrations or other irregularities.

A system of reporting and recording van faults

Anything that may affect the roadworthiness of the vehicle must be reported and recorded (even it is put right before the vehicle is used). If nothing is found, then a “Nil” defect report should be kept until at least the next scheduled service. Drivers must be able to report defects to someone with sufficient authority to make sure that action can be taken. If defects are found then there must be a written report made, which should include:

• The vehicle registration or identification mark
• Date
• Details of the defects or systems
• The reporter’s name
• Who the defect was reported to

If remedial action is taken, then you should keep records for at least 15 months and keep details of the repair work and repairer.

Tips to encourage compliance and reduce the burden

Two of the biggest issues transport managers can face are ensuring that drivers carry out checks and reporting as required, both quickly and accurately, and keeping up with mounting paperwork required by legislation.

Here are some tips as to how transport managers can encourage driver compliance and reduce the admin burden:

• Implement thorough training on carrying out vehicle checks.

• Provide drivers with a brief handbook that tackles issues such as vehicle load, vehicle checks and reporting accidents.

• Alternatively, make it even easier to carry out checks and report any defects with mobile telematics solutions. The easier you can make it for your drivers, the more likely they are to comply. Step-by-step visual checklists that are specific to makes and models of vehicles can now be accessed via a mobile device and any defects reported then and there easily. This solution also prevents lost paperwork and extra admin as regulation-compliant reports are quickly generated and stored electronically.

• Incentivise and motivate employees to carry out the vehicle checks and reporting in a timely manner.

Too often fleet managers are over-run with operational issues. Our fleet management service can help you stay ahead of essential van fleet operational standards and legislative requirements with ancillary maintenance, safety inspections, annual MOT testing, driver defect support and training.

To speak to one of our fleet management experts, click below.