Fleet Manager Monthly Vehicle Audit

Monthly inspection template for fleet managers to verify vehicle condition, preventive maintenance compliance, damage, and odometer readings.

Vehicle Identification

• Vehicle/unit number matches fleet record
  Enter the fleet unit number or asset ID and confirm it matches the assigned vehicle record.
• License plate verified
  Record the license plate number and confirm it matches the vehicle record.
• VIN verified
  Record the vehicle identification number (VIN) from the vehicle and confirm it matches the fleet record.
• Current mileage / odometer reading recorded
  Record the current odometer reading at the time of inspection.

Preventive Maintenance Compliance

• Next scheduled maintenance is not overdue
  Confirm the vehicle is within the required preventive maintenance interval based on mileage or date.
• Oil and fluid service current
  Confirm oil change, coolant, brake fluid, power steering fluid, washer fluid, and other required service checks are current per schedule.
• Tires rotated / inspected per schedule
  Confirm tire rotation and scheduled tire inspections are current where applicable.
• Brake inspection current
  Confirm the most recent brake inspection is current and no brake-related service is overdue.
• Open maintenance defects documented and assigned
  Confirm any open maintenance issues are documented, assigned, and tracked to closure.

Vehicle Condition and Damage Assessment

• Body panels, mirrors, and glass free of reportable damage
  Check for dents, cracks, missing mirrors, broken glass, or other visible damage requiring repair or documentation.
• Lights and reflectors operational
  Verify headlights, brake lights, turn signals, hazard lights, reverse lights, and reflectors are present and functioning.
• Tires have adequate tread and visible inflation condition
  Inspect tires for visible damage, uneven wear, exposed cords, and obvious underinflation. Record any tire defect.
• Windshield, wipers, and washer system functional
  Confirm windshield is free of obstructive cracks, wipers are intact, and washer system operates properly.
• Interior condition acceptable for safe operation
  Check seats, seat belts, dashboard indicators, controls, and cabin cleanliness for issues that affect safe operation.
• Warning lights or dashboard faults present
  Confirm whether any active warning lights, fault codes, or dashboard alerts are present at the time of inspection.

Safety Equipment and Regulatory Readiness

• Seat belts present and functional
  Confirm all required seat belts are present, undamaged, and latch properly.
• Required emergency equipment present
  Select all emergency or required equipment present in the vehicle.
• Fire extinguisher accessible and in serviceable condition
  If equipped, confirm the extinguisher is mounted or stored accessibly, has a valid inspection tag if applicable, and shows no visible damage or discharge.

Damage Reporting and Corrective Action

• All deficiencies documented with location and severity
  List each deficiency, including the affected area, observed condition, and severity.
• Vehicle safe to remain in service
  Determine whether the vehicle can continue operating or must be removed from service pending repair.
• Corrective action owner assigned
  Enter the person, team, or vendor responsible for completing repairs or follow-up actions.
• Target completion date recorded
  Record the expected date and time for corrective action completion or reinspection.

Audit Sign-Off

• Inspector name
  Enter the name of the person completing the audit.
• Inspector signature
  Inspector confirms the audit findings are accurate and complete.
• Supervisor review completed
  Confirm the audit has been reviewed by the fleet supervisor or designated approver when required.