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1.2 Pre-use Check Content & Documentation

Group Companies must create a document (either paper based, or digitised) that lists the main items that
must be checked. The document must allow for the recording of any defects identified. The process should
also identify any repairs undertaken and details of who has reviewed the defect and signed the vehicle off
as fit for use in service.

As a minimum, this record must include:

Name of the Group Company
Name of person carrying out the check (driver/engineer)
Date of the check
Vehicle identity (e.g. registration or fleet number)
Odometer (mileage recorder) reading, if appropriate / required
A list of all the items to be inspected (preferably a tick list)
Details of any defects identified
Details of any remedial/rectification or repair work undertaken and by whom
A signed declaration that all required items have been inspected
A signature that any defects have been repaired satisfactorily and the vehicle is now in a safe
roadworthy condition for use in service

The record of the check should also include ‘NIL’ reporting as a record of the check being undertaken, even
if no defects are identified and reported. For example an ‘OK’ tick box to show no defects have been
identified.

1.3 Pre-use Check Inspection Criteria

Group Companies must identify and apply the local legislative and regulatory requirements as a minimum
standard for pre-use checks. Group Companies must ensure that the requirement and content of the pre-
use check is communicated to drivers and engineers through robust training both at the induction stage and
ongoing refresher training where required.

Note that there may be items that are not included in legislative or regulatory requirements that will need to
be inspected, for example, third party equipment such as CCTV, Drivecam and communications equipment.
Group Companies must identify these items and ensure they are included as part of the check.

1.4 Defect Reporting

All defects found during pre-use checks must be recorded on the relevant documentation or system. Any
defects identified during pre-use check must be reviewed by a competent and authorised engineer or
designated person in order to make a decision on serviceability of the defect or defects and actions to be
taken.

There must be a process in place to clearly document any defects identified and any remedial work, or
decisions taken, regarding the defects reported.

Global Maintenance Standard: Vehicle Pre-use Checks & Defect Reporting 6