Fleet Insurance Card Verification Audit

Inspection template for verifying fleet insurance cards are current, assigned to the correct vehicle, and backed up electronically.

Inspection Scope and Vehicle Identification

• Vehicle identifier matches audit record
  Verify the unit number, VIN, license plate, or other fleet identifier matches the inspection record.
• Insurance policy record located for this vehicle
  Confirm a current policy record exists for the vehicle being inspected.
• Vehicle assignment matches insurance record
  Verify the insurance card is assigned to the correct vehicle and fleet unit.

Insurance Card Currency and Validity

• Insurance card is current and not expired
  Verify the effective date and expiration date show the card is currently valid.
• Policy effective date is active
  Confirm the policy effective date has started and coverage is active on the inspection date.
• Policy expiration date is in the future
  Confirm the expiration date has not passed.
• Insurance card is legible and complete
  Verify the card shows insurer name, policy number, vehicle identification, and coverage dates without missing or unreadable fields.
• Coverage type matches fleet requirement
  Confirm the card reflects the required coverage type for the vehicle class and operating use.

Vehicle Assignment and Document Match

• VIN on insurance card matches vehicle VIN
  Compare the VIN on the insurance card or policy record to the VIN plate or fleet record.
• License plate on insurance card matches vehicle plate
  Confirm the plate number on the card matches the plate currently assigned to the vehicle.
• Driver or unit assignment is correct
  Verify the document is filed under the correct unit and not misassigned to another vehicle.
• Any exceptions documented and approved
  Record any mismatch, temporary replacement, or pending update with approval details.

Electronic Backup and Accessibility

• Electronic copy of insurance card is available
  Verify a scanned or digital copy is stored in the fleet system, shared drive, or approved document repository.
• Electronic backup is linked to the correct vehicle record
  Confirm the digital file is indexed to the correct unit number, VIN, or vehicle profile.
• Electronic copy is readable and complete
  Check that the digital image or PDF is clear, complete, and not cropped or corrupted.
• Backup access method verified
  Confirm the backup can be retrieved from the approved system within a reasonable time during a roadside or audit request.

Corrective Actions and Sign-Off

• Deficiencies documented
  Record any missing, expired, mismatched, or unreadable insurance documents.
• Corrective action assigned
  Document the person responsible and due date for resolving any non-conformance.
• Inspector signature
  Inspector confirms the audit was completed and findings are accurate.