Completing a Vehicle Inspection Report

Completing a Vehicle Inspection Report
Susan Graham

Posted by

Susan Graham

March 2020

You are required to complete a vehicle inspection report every month to ensure your vehicle is safe and roadworthy. Using e-Fleet Mobile on your smartphone is the most convenient method; however, this guide also applies to using e-Fleet on your PC or tablet.

It’s good practice to check your vehicle routinely. Completing a vehicle inspection report will ensure your vehicle is roadworthy and that you, and your passengers are safe.

e-Fleet’s vehicle inspection report tool is easy to use and only takes a few minutes to complete.
Begin by performing a visual inspection of your vehicle including:

  • Interior of vehicle
  • Exterior of vehicle
  • Fluid levels
  • Tyres

You are looking for anything that might adversely affect the running, reliability, or safety of your vehicle. You do not need to report scratches, dents or any other damage that is purely cosmetic.

You should, however, bear in mind that any cosmetic damage that falls out with BVRLA Fair Wear and Tear Guidelines will have to be repaired before your vehicle is returned at the end of the contract.

Carrying out a Vehicle Inspection Report

You should take all appropriate care when checking fluid levels. Before lifting the bonnet ensure your vehicle ignition is fully off and the engine is cold. Your vehicle should also be parked on a flat surface to ensure an accurate fluid reading.

Once you have inspected your vehicle, select ‘Vehicle Inspection Report’ from the e-Fleet dashboard.

If using e-Fleet Mobile, the current date will be automatically populated. On e-Fleet you are required to enter the date manually. In addition, e-Fleet allows you to review previous inspections should you wish to do so.

The inspection report covers the four main inspection categories you physically checked. If you do not identify any issues within a category, mark the main category with a tick (‘Satisfactory’ in e-Fleet Mobile).

For example, if you do not identify any issues with the exterior of your vehicle, mark ‘Exterior of vehicle’ with a tick. However, if you do identify an issue, mark the main category with a cross (‘Not Satisfactory’ if using e-Fleet).

Marking a main category with a cross will expand the category and display a list of specific inspection areas.For convenience, all inspection areas will be ticked by default. You should locate the specific inspection area that failed and mark it with a cross (‘Not Satisfactory’).

Marking an inspection area with a cross will reveal a comments box. You should explain in as much detail as possible why that specific aspect failed the inspection.

Once you have updated all four of the main inspection categories (interior of vehicle, exterior, of vehicle fluid levels, and tyres), select ‘Save’.

If you have reported any issues, the person who manages your fleet will contact you to help resolve the issue.

Points to remember:
  • You must complete a vehicle inspection report every month
  • You must perform an actual physical check of your vehicle. The inspection process is there to ensure your vehicle is roadworthy, and you and your passengers are safe.
  • Take all appropriate care when checking fluid levels. Your engine should be cold before lifting the bonnet.

Should you have any queries, please contact the Fleet Alliance Support team on  0345 601 8407.


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