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Group Companies must ensure that all servicing tasks are either in line, or are agreed with the
manufacturer of the vehicles. This is especially true where agreed warranties are in place and servicing
tasks must be agreed by the manufacturer to ensure warranties are honoured.

Group Companies must ensure that any variations to the manufacturer’s recommendations are agreed and
authorised by the Engineering Director (or equivalent) in the first instance, and agreed, where appropriate
with the manufacturer.

Group Companies must establish robust and reliable methods of ensuring that they are informed of all ‘up
to date’ manufacturer information with regard to vehicle servicing. This may be subscriptions to on line
software, manual updates to diagnostics, newsletters, industry publications etc. Where required, any
changes must be incorporated into the relevant service regime(s) and communicated to all those
responsible for discharging the tasks.

In all cases all service regimes must be reviewed once every two years (bi-annually) to ensure the content
is fully up to date and relevant. However, should the following occur the service frequency must be
reviewed:

Change in duty cycle
Change in OEM recommendations or warranty agreement
Changes to lubricant specifications
Change in fuel quality (e.g. Bio fuels)
As a result of failure analyses or reliability review
A change in vehicle specification (e.g. re powered vehicles)

It is recommended that filters, including oil, air and hydraulic, are dated using a suitable indelible marker
upon fitment.

1.3 Vehicle Servicing Documentation

Group Companies must create a document or documents (either paper based, or digitised) that lists all
serviceable items that must be checked and replaced if required, or purely replaced. The document must
allow for the recording of any defects identified. The process should also allow for a mechanism to record
any defects identified – note that this may be on separate documentation.

As a minimum, this record must include:

Name of the Group Company
Name of person carrying out the service
Date of the service
Vehicle identity (e.g. registration or fleet number)
Odometer (mileage recorder) reading
A list of all the items to be checked (preferably a tick list)
A list of items that require replacement or replenishment
A signed declaration that all required items have been checked or replaced (or both)
A signature that declares any defects have been repaired satisfactorily and the vehicle is now in a safe
roadworthy condition for use in service

It is recognised that there will be a certain amount of service elements that require checking only before a
decision is made on any remedial action, examples may include:

Global Maintenance Standard: Vehicle Servicing 7