Vehicle Inspection Form: Key Takeaways
- Vehicle inspection forms help keep your fleet safe, prevent costly breakdowns and meet industry requirements
- Your inspection form must contain vehicle information, key system checks, custom equipment fields and issue reporting
- Follow clear steps to inspect vehicles from exterior to interior, document issues in real time and finalize with a digital report
The U.S. commercial vehicle market grew by 14% in 2023, registering 1.6 million new commercial vehicles, as per S&P Global.
This shows how important trucks, vans and fleet vehicles have become to daily business operations.
But with growth comes the responsibility of keeping your vehicles in top condition so it’s safe for both your crew and other people on the road.
How can you do that? One important step is to create and use a vehicle inspection checklist.
In this guide, we’ll break down:
- Why inspection forms matter and when they’re required by law
- What key sections every inspection form should include
- How to build step-by-step forms that fit your specific vehicles and operations
Don’t let missed inspections turn into costly repairs.
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The Importance Of Vehicle Inspection Papers
Companies use vehicle inspection forms to ensure that the vehicles they’re using in business operations are safe and properly maintained.
Filled out by drivers, mechanics and supervisors, they help prevent breakdowns, reduce liability and protect your bottom line.
In some industries, vehicle inspection forms are required by law. For example, the Federal Motor Carrier Safety Administration requires that commercial motor vehicles pass daily inspections and that you keep the checklists for at least 90 days.
In construction, mining and waste management, the Occupational Safety and Health Administration may require regular equipment and vehicle inspections to ensure worker safety.
Failure to document these inspections can lead to accidents and injured people, significant fines and insurance disputes.
Think you don’t need vehicle inspections because it’s not part of the must-have list in your sector? Skipping inspections might seem harmless until a breakdown costs you a client.
Imagine you’re a food distributor and your van or truck breaks down mid-route. The delay can result in spoiled goods and a missed delivery for a high-profile customer, maybe a hotel preparing for a major event or a hospital that depends on fresh meals for patients and staff.
Not only do you face immediate product loss, but your client may also lose trust in your reliability.
Preventive maintenance will help you resolve the issue before it turns into a crisis.
Inspection forms offer peace of mind, better maintenance and fewer surprises
Key Sections Every Vehicle Inspection Form Should Include
Good vehicle inspection forms should cover a few essential areas.
- Vehicle & driver info, listing who’s doing the inspection and which vehicle is checked.
- System checks, typically applying to all vehicles and including the condition of tires, lights, fluids and brakes.
- Custom equipment sections, needed for specialized vehicles with extras like liftgates, refrigeration units, or hydraulics.
- Notes about discovered issues, reporting problems and flagging if the vehicle is safe to drive.
- Photos and signature, confirming that the inspection happened.
Vehicle Inspection Report Template
Serving as both a checklist and safety net, a vehicle inspection form ensures nothing gets missed, from tire pressure to brake function and fluid levels.
Identify The Vehicle & Inspector
Record basic details, including vehicle ID, license plate, or asset number. Add the name of the driver or technician performing the inspection. Include the date, time, and location of inspection
This information ties the report to the right person and vehicle for better accountability and tracking.
Check the Exterior
Inspect for obvious wear, damage, or safety concerns:
- Tires’ tread depth, pressure and visible damage
- Headlights, taillights and turn signals
- Windshield and mirrors
- Leaks, body damage, or broken parts
Verify Under-The-Hood Components
Confirm that all essential systems are in good working order, meaning there are no cracks, leaks, rust, or other issues. Examine:
- Engine oil level and condition
- Coolant, brake fluid and transmission fluid
- Belts and hoses
- Battery terminals
Examine Vehicle Interior
Ensure everything inside the vehicle functions properly:
- Horn, wipers, and heater/defroster
- Seat belts and airbag indicators
- Parking brake
- Dashboard warning lights
Inspect Specialty Equipment (If Applicable)
Evaluate custom or job-specific equipment such as liftgates or booms, refrigeration units, PTO controls and alarms, fire extinguishers and first aid kits.
This is especially important if you work in construction, utility, or food service and use specialized gear.
Finalize The Report
Document issues and the actions you’ve taken. For example:
- If you’ve noted a low tire tread, write “Needs Replacement,” add a photo and notify the maintenance team.
- If a headlight is out, note this and schedule a service task for later that day, adding this information on the form.
- If the Check Engine light is on, enter a description and tag it as a “Do Not Drive” status, preventing use until the issue is resolved.
To complete your vehicle inspection form, add a digital signature and timestamp.
Following structured steps ensures nothing gets missed
Build Vehicle Inspection Forms With doForms
Paper forms slow down inspections. A digital checklist keeps your fleet faster and safer, and your team moving.
With doForms, your team can complete inspections in minutes, avoid missed checks, and track every issue in one place.
Whether you manage delivery vans, construction trucks, or service vehicles, our mobile forms solution helps you build the custom inspection forms you need.
With doForms, you can customize forms by vehicle type or inspection schedule, use dropdowns and required fields to guide your drivers and mechanics, and set automatic notifications that are sent to the right team when spotting an issue.
Your team can collect data on a mobile device from anywhere, be it your company garage, on the road or at the construction site.
And when there’s no internet? No problem. doForms works offline and syncs data once a connection returns.
This means inspections cannot fail. That means inspections don’t get skipped and you can act on reported problems right away.
All submitted forms are stored in the cloud and you can easily retrieve inspection records by vehicle, date or driver; track recurring issues; or export data for audits or maintenance history reviews.
Want to spot vehicle issues before they cost you?
Try doForms For Free!
Complete Vehicle Inspection Form: FAQs
What is a vehicle inspection form?
A vehicle inspection form is a checklist used to assess the condition and safety of a vehicle before or after it’s used. It helps identify defects, track what maintenance is needed and ensure the vehicle complies with safety regulations.
Which industries use vehicle inspection forms?
These forms are used in transportation, construction, logistics and field services to prevent breakdowns, reduce risk and keep operations running.
Can vehicle inspection forms help with preventive maintenance?
Yes. Regular inspections help identify issues early and schedule repairs before a vehicle breaks down.
Who fills out vehicle inspection forms?
Typically, vehicle inspection forms are filled out by drivers, equipment operators or designated fleet technicians. This usually happens at the start or end of a shift.
Can I customize vehicle inspection forms with doForms?
Absolutely. You can adjust every part, from fields to alerts, so inspections match your vehicle type and workflow.
