Fleet management Compliance Audit Report

Vehicle and Trailer maintenance files

  • Depot

  • Reg numbers and trailer fleet number

  • Are all vehicles and trailers on R2c

  • Are all the vehicles on MID (insurance data base )

  • Are all the vehicles on the depots O licence

  • Do all the vehicles have current RFL

Fleet file checks

  • 1.1 is there a current copy of the MOT cert held on file

  • 1.2 is there a current Tachograph calibration cert on file

  • 1.3 is there a speed limiter calibration cert on file

  • 1.4 Are defect notes held in a separate file ,all boxes filled in and signed off completed by the repairer

  • Is there a taillift weight test and Loler certificate on file

  • Is there an in date F gas certificate held on file

  • Do all the records held in the file adhere to the O licence frequency of 8 weeks on units and 12 weeks trailers

Service planner and records

  • 2.1 all fleet recorded on R2c is on service planner

  • 2.2 File in place for all fleet allocated to the operating centre for defects and in date order

  • 2.3 Service records fully completed with no outstanding repairs and signed off by VMU manager

  • 2.4 MOT plan is in place for a 12 month period

  • 2.5 Tachograph plans in place for 2 year and 6 yearly checks

  • 2.6 Tail lift and LOLER plans are in place for 12 months

Vehicle and Trailer spot Hires

  • 3.1 is the hire vehicles on site inside the O licence margin

  • 3.2 Are hire vehicles added to a service planner

  • 3.3 is the vehicle registered on 5th MV directive immediately on receipt

  • 3.4 is the vehicle on o licence with in the mandatory notification period

  • 3.5 is the Maintenance in line with the current o licence requirements

  • 3.6 is there a vehicle file created to include , copy of MOT cert , last PMI inspection prior to hire / plating very/2 year Check , Taillift Wright check , SWL and RFL Details

Gate check Fleet condition / compliance (results of 6 units /trailers

  • Reg numbers and fleet numbers

  • 4.1 are any vehicles inspected for pre operation checks subject to prohibition defects I.e fuel /oil leaks , battery security, horn operational ,mirrors,drivers seatbelt ,lights,marker lights ,5th wheel pin and dog clip , washers &wipers , air electrical brake suzies ,indicators,excessive engine smoke , spray suppression, any damage that would result in a prohibition

  • 4.2 fleet cleanliness acceptable both externally and internally

  • 4.3 Are vehicles displaying correct O licence disc

  • 4.4 Are vehicles displaying overall height indicators

  • 4.5 is the step protect working

  • 4.6 is the on board camera system Operational and complete

  • 4.7 are wheel nut indicators fitted and in line indicating wheel security

Vmu fleet inspection of vehicles and trailers

  • Reg numbers /fleet numbers

  • 5.1 have all the fleet assets checks free from any items that would result in any prohibitions which include ,steering ,brakes, air systems ,tyres, wheels security ,windscreen ,washers & wipers , mirrors , body security ,tail lift security


  • 5.1,Is statutory instruction No 3 Duties of a transport manager 2027 printed and at hand

  • 5.2 is the latest TBT notification on display

  • 5.3 has any prohibition been escalated within agreed timeframes

Summary results

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