Maintenance Planning.

  • A formal maintenance planning system is in use that must be agreed and followed by both parties?

Vehicle Inspection Frequency.

  • All to be inspected within the required time scales as per the schedule?

Inspection Standards.

  • Safety Inspections to current manufacturer's standards?

Lubrication and Servicing Standards.

  • Maintenance and Lubrication standards acceptable?

Quality of Inspection and Repairs.

  • No repeat visits to workshop due to rectification of faulty workmanship or poor quality scheduled maintenance?

Inspection and Service Reports.

  • All completed in full, signed by responsible person and sent out on time to the correct departments?

Parts Availability.

  • Parts to be readily available and no vehicles downtime due to lack of standard parts?

Scheduled Maintenance V.O.R time.

  • Scheduled maintenance and repairs will be carried out outside normal working hours or as agreed with local management?

DTP Mot Pass Rate

  • 100% first time pass rate?

PG9 Prohibitions.

  • All are recorded, reported and investigated? (Record number of prohibitions in past year).

Roadside Breakdown Attendance.

  • Attendance within one hour maximum from notification to main agent. Preliminary diagnosis will not exceed 15mins.

Defect reporting procedures.

  • All unscheduled repairs to be supported by a defect note?

Volvo vehicle movements and transfers including rental vehicles.

  • 100% of all vehicle movements to be briefed.

Period maintenance cost analysis.

  • Period analysis of out of contract costs showing all details to be submitted to transport admin at the end of every week.

Repair authorisation.

  • Above £250 to be authorised by management.

Invoice Payments.

  • All invoices passed for payment and paid on time.

Invoice Queries.

  • All invoice queries to be resolved within 1 week of issue.

Tyre Policy.

  • Is the company tyre policy being complied with?


  • Any other business.

Additional Comments.

Next agreed review date?

  • Select date

  • Name of representative of customer?

  • Signature of manager completing report.

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