One of the best ways to keep your fleet vehicles safe and in good working order while they’re on the road is by implementing a post-trip inspection checklist.
Having your drivers take a few minutes at the end of their trip to inspect the vehicle’s major systems can help your fleet preserve the condition of some of its most valuable assets.
In this article, we discuss the most critical components to include on your post-trip inspection checklist as well as some optional ones that can make your form even better.
Modern Post-Trip Inspection Checklists
Evolution Of The Post-Trip Inspection Checklist
It’s only been in the past decade or so that the post-trip inspection checklist has evolved into the modern age of computers and mobile devices. Before that, the inspection often required a clipboard, the form, and a pen or pencil.
Now, modern post-trip inspection checklists come in digital format, and drivers can access and fill out the form on a smartphone, tablet, laptop, or other mobile device.
In many cases, computerized versions of the form also interface with electronic logging devices and other telematics installed on the vehicle to make the inspection even easier.
Basics Of The Modern Post-Trip Inspection Checklist
Most modern post-trip inspection checklists include the major systems of the vehicle in question.
Checking these systems at the end of a run ensures that the vehicle is safe to pilot and doesn’t have a small problem that could develop into a big problem the next time a driver takes it out.
Not only are these inspections essential for keeping your fleet operationally sound, but they’re also required by law.
As you’ll see in the next section, there are a number of standard checks a driver should perform at the end of a run, but the total number of steps you include on your checklist largely depends on the type of vehicles you operate and the condition and needs of your commercial fleet.
How thorough you ask your drivers to be depends, in large part, on the demands of your industry and the needs of your business.
It’s also important to keep in mind that many of the items on a post-trip checklist will be examined again the next time you schedule the vehicle for use, so you may not need your drivers to inspect all the systems that they would during a pre-trip inspection.
What To Include On A Post-Trip Inspection Checklist
The items included in the list below are the minimum requirements for a post-trip checklist. If you want to be even more thorough, you can include other items on your form as well.
General
Driver ID And Vehicle ID (Optional)
You may choose to include this checklist on the same form as the pre-trip inspection checklist. Many digital forms are set up this way — the pre-trip and post-trip inspections are bundled together in the same file.
In that case, the driver will have already filled in their ID and the vehicle ID (that’s why we marked this section optional).
If your drivers are using a separate form (either paper or digital), they should always fill in their ID and the vehicle ID first so those reading the finished checklist later on know who did the inspection and which vehicle was being inspected.
Odometer
Including the odometer reading at the end of the run is important for tracking mileage and fuel costs and for monitoring unauthorized vehicle activity between scheduled use.
Odometer readings from pre- and post-trip inspection checklists also help you create and maintain effective preventative maintenance schedules for your entire fleet.
Interior
Brakes
If the system is functioning properly, applying minimal pressure to the pedal will engage the brakes and activate the brake lights on the rear of the vehicle and on the rear of the trailer (if the vehicle is hooked up to one).
If the brake lights don’t light up, there may be an electrical issue or the trailer system may not be properly attached.
If the brake pedal has too much travel, there may be a hydraulic fluid leak somewhere in the system.
Windshield Wipers
Drivers should start the vehicle and verify that the windshield wipers activate when turned on and that they speed up or slow down depending on the settings the driver chooses.
It can also be useful to test the wipers on a wet windshield to see if the blades contact the glass and move the water effectively.
Emergency Equipment
This part of the checklist includes an inspection of all vehicle and driver emergency equipment, including:
- Spare tire
- Jack
- Lug wrench
- Jumper cables
- Reflective triangles
- Flares
- Extra coolant and engine oil
- Fire extinguisher
- First aid kit
- Toolkit
- Flashlight
- Personal protective equipment (PPE)
Your vehicles may not include all these items — or they may include more — but each one should be securely stored in its proper place.
Horn
Though this system may seem unimportant compared to things like brakes and steering, the vehicle’s horn can warn other drivers and prevent accidents from occurring.
Make sure that your drivers verify that the horn works properly before they leave your property or continue their trip.
Mirrors
At the end of every run, your drivers should check the condition of all the mirrors on the vehicle. Have them look for cracks, chips, or breaks in the reflective surface or damage to the frame that attaches it to the vehicle.
All mirrors should be relatively easy to adjust and should stay in place once they’re set. If mirrors are adjustable from inside the cab of the vehicle, have drivers verify that the mirrors do, indeed, move when the controls are activated.
Seat Belts
Studies show that seat belts are one of the most important safety features of both fleet and personal vehicles.
As such, drivers should verify that their seatbelt:
- Fits snugly when in place
- Moves smoothly when pulled gently or at a specific angle
- Locks when tugged or pulled at a specific angle
- Latches firmly
- Releases easily and immediately when the button is pressed
Fuel Level
Drivers should check the fuel levels at the end of the day and make sure they coincide with starting numbers, miles driven, and gallons added during the day. They should then record those numbers for whomever drives the vehicle the next day.
If for some reason these numbers don’t match, it could indicate there’s a leak in the fuel system, an issue with the fuel gauge, or a problem with fuel theft or fraud.
Cleanliness
If your drivers switch vehicles every day, it’s important to include cleanliness on your post-trip inspection checklist.
The last driver to use the vehicle should remove unnecessary debris, secure and stow necessary cab supplies, and clean surfaces so the workspace is ready for the next day’s activities.
Climate Control
A complete post-trip inspection checklist includes an end-of-day test of all climate control systems (i.e., cabin heat and air conditioning).
The same test should occur on the pre-trip inspection, but a lot can happen during the vehicle’s time on the road. Just because the heat worked in the morning doesn’t mean that it still works at the end of the day.
Documentation
Drivers should check that they have all necessary documentation at the ready should they need it, including registration, certifications, insurance, and fuel cards
Most of this information should remain in the cab at all times, but it’s good to verify it’s all there at the end of the day in preparation for the next driver who uses the vehicle.
Exterior
Lights
Make sure that all lights — headlights, hazard lights, taillights, marker lights, etc. — work and are in safe operating order.
Not only is this an easy way to keep your drivers and others on the road safe, but it’s also a legal requirement.
Operating a vehicle without the proper lights can result in fines and other citations that can hinder the operation of your fleet.
Tires
Inspect all the tires for excess wear, holes, tears, or protruding objects. This is also a good place on the checklist to check the tire pressure.
Proper tire inflation is an essential component of getting the most out of the tire itself, maintaining the life and safety of the vehicle, and improving fuel management.
An under-inflated tire increases the rolling resistance placed on the engine and forces it to use more fuel to maintain forward momentum. On an improperly inflated tire, you’ll fill up more often — and pay more — because the vehicle uses more fuel to get where it’s going.
Under-inflated tires can also cause excess vibrations that can loosen fasteners and cause wires and hoses to work loose (not to mention being uncomfortable for the drivers).
Checking the tire pressure and maintaining proper inflation is an easy and inexpensive way to prevent a long list of problems from developing in your vehicles.
Wheels
While drivers are inspecting the tires and checking the air pressure, have them examine the wheels themselves for damage. Visually inspect the rims for rust, dents, bends, and other damage caused by road wear.
If wheels are covered by a hub cap, train drivers to look inside the cover (without removing it, of course) for damage or debris.
It can also be useful to have the driver inspect the interior of the wheels (the sides that face the engine and the vehicle frame), but this may not be feasible due to weather and ground conditions.
At the very least, include an inspection of the interior of the wheels as part of your regular preventative maintenance plan.
Coupling System
If drivers will be required to pull a trailer of any kind during their time on the road (or even if there’s a possibility that they’ll have to), they should check the coupling hardware on the vehicle and trailer to make sure there’s no damage to any of the components.
When trailers are attached to the fleet vehicle, it’s also a good idea to inspect straps, chains, and all other retention and safety systems, as well as verify that:
- The tail lights on the trailer work when connected and the pedal in the cab is depressed
- The trailer braking system (if installed) is in good working order and set to the correct value for the load
- That the tie-down points on the trailer are solid
Body
Drivers should note any issues with the body of the vehicle — including rust, dents, scratches, condition of decals, etc. — so that management can keep track of what damage occurred when and who was driving the vehicle at the time.
Inspecting the body of the vehicle every day contributes to the general good repair and safety of all fleet assets.
Undercarriage
Your post-inspection checklist should also include a brief survey of the undercarriage on all four sides.
Drivers should inspect the axles, shocks, struts, and any other components that are visible and look for any breaks in the frame, excessive rust, and holes in the body, muffler, transmission, or fuel tank.
They don’t necessarily have to crawl under the vehicle to do so, but they should look at as much of the undercarriage as possible before completing this step of the post-trip inspection checklist.
License Plate And Registration Information
While walking around the vehicle, drivers should verify that the license plate is attached securely to the frame, in good repair (e.g., all numbers are clearly visible), and still valid for the current year.
It’s also a good idea to have your drivers verify that all registration information and inspection stickers are clean and displayed clearly so information is easy to read.
Load Security
Fleet vehicles often carry a lot of cargo and supplies in addition to the driver and any passengers. Items that aren’t properly secured can become airborne with even minimal breaking and do a lot of damage or cause severe injury.
As part of the post-trip inspection checklist, drivers should inspect cargo tie-down points along with any straps, shelves, partitions, or accessories used to keep tools, supplies, and other large objects from falling over or flying around during transit.
Mechanical
Hoses And Leaks
As your driver surveys the engine and undercarriage, have them look at the hoses that feed the various parts of the vehicle and make note of anything that looks like a leak.
Similarly, have drivers look for wet spots on the engine block and around the gas tank in order to prevent small leaks from becoming a problem.
Oil Level
Drivers should check and make note of the oil level in their vehicle before leaving at the end of the day. You may also want to train your drivers to refill the engine oil as necessary as long as they also report low levels on the inspection form.
Wiper Fluid Level
Drivers may not need to refill the wiper fluid every time, but they should at least take a moment to examine the reservoir in order to verify that there is still fluid in the tank at the end of the day.
Battery
To keep vehicle systems in good repair, have drivers check each battery (some vehicles have more than one) for:
- Signs of corrosion
- Loose connections
- Frayed or worn cables
- Loose restraints (that keep the battery in place inside the engine compartment)
- Other issues that might lead to problems while on the road
Sounds
Encourage drivers to conduct one last test before turning off the vehicle for the night: Listen for out-of-the-ordinary sounds that occur while the engine is running (before they turn it off), as they brake to a stop, and as they shift into park.
If they hear something irregular, it could indicate a problem with a mechanical system. They should report the issue immediately.
How To Improve Your Post-Trip Inspection Process
Train Drivers
Don’t assume that everyone who drives one of your fleet vehicles will be able to tell if, for example, a tire is new or worn out or there’s an issue with the undercarriage just by looking at it.
Instead, take the time to train your drivers on how to inspect the various systems on the vehicles they’ll be driving, including things like:
- How each component on the vehicle is supposed to look and function
- The best way to proceed through the post-trip inspection checklist
- How to properly check each system
- A comprehensive list of potential risks that may arise if they drive an unfit vehicle
- The consequences they may face if they fail to complete the report
- Who they should talk to if they find a problem with their vehicle
At the end of the training, have your drivers sign a form indicating that they understand all the information presented to them during the training course and agree to abide by fleet guidelines for the post-trip inspection report.
Provide Digital Tools
One of the best ways to improve the post-trip inspection process is to give your drivers access to digital tools. Many fleet management apps come with features that give drivers access to electronic Daily Vehicle Inspection Reports (eDVIRs).
These tools can help streamline the inspection process (both pre- and post-trip), eliminate communication gaps, and increase driver participation.
Those same tools can also help reduce the time it takes for drivers to complete the process, making them a more attractive alternative overall.
Ask For Driver Input
Your drivers have to deal with the post-trip inspection checklist every day, so ask for their input on the process and do your best to implement their suggestions.
It could be something as simple as reordering some of the steps to make the walk-around go quicker.
Whatever the suggestions, there’s a reason they took the time to present it to you and it just may make everyone’s job a bit easier and ensure a more comprehensive inspection of your fleet vehicles.
Use Telematics To Prevent Issues
To prevent issues that may lead to problems with the vehicle, monitor driver behavior with telematics.
Tracking variables such as speed, cornering behavior, braking and acceleration behavior, and seat belt use, can help you train drivers how to pilot their vehicles in a safe and fuel-efficient way.
Investigate fleet management apps that come with telematics features that link directly to digital inspection reports to make all fleet activities run smoother.
Streamline Post-Trip Vehicle Inspections with Coast
Coast makes it easier to stay on top of vehicle condition and ensure your fleet runs smoothly by integrating fuel purchases and expense management with your post-trip inspection process. Here’s how Coast helps:
- Seamless Record-Keeping
With Coast, you can track fuel, maintenance and repair costs alongside inspection data. After a trip, drivers can use Coast to document inspection findings, such as issues with tires, brakes, or fluids, and upload receipts for any immediate fixes. - Enhanced Maintenance Tracking
Coast links maintenance transactions to specific vehicles, giving you a detailed history that’s easy to reference during post-trip inspections. This ensures you’re always aware of recurring issues or trends that may require attention. - Proactive Issue Identification
Real-time fuel efficiency and odometer tracking with Coast can highlight potential problems before they’re discovered during an inspection. Sudden drops in MPG or unusual fuel consumption patterns may indicate the need for further investigation.
By integrating Coast into your post-trip inspection process, you can reduce downtime, manage repairs more effectively, and keep your fleet in top condition.
To learn more about how Coast can help you improve fleet efficiency and control fleet-related costs, visit CoastPay.com today.
