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Run: Fleet Insurance Card Verification Audit

Fleet Insurance Card Verification Audit template for checking that each vehicle’s insurance card is current, matches the assigned unit, and has a readable el...

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Inspection Scope and Vehicle Identification

Vehicle identifier matches audit record critical (required)

Verify the unit number, VIN, license plate, or other fleet identifier matches the inspection record.

Insurance policy record located for this vehicle critical (required)

Confirm a current policy record exists for the vehicle being inspected.

Yes No N/A

Vehicle assignment matches insurance record critical (required)

Verify the insurance card is assigned to the correct vehicle and fleet unit.

Yes No N/A

Insurance Card Currency and Validity

Insurance card is current and not expired critical (required)

Verify the effective date and expiration date show the card is currently valid.

Yes No N/A

Policy effective date is active critical (required)

Confirm the policy effective date has started and coverage is active on the inspection date.

Note (optional)

Policy expiration date is in the future critical (required)

Confirm the expiration date has not passed.

Note (optional)

Insurance card is legible and complete

Verify the card shows insurer name, policy number, vehicle identification, and coverage dates without missing or unreadable fields.

Yes No N/A

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 critical (required)

Compare the VIN on the insurance card or policy record to the VIN plate or fleet record.

Yes No N/A

License plate on insurance card matches vehicle plate critical (required)

Confirm the plate number on the card matches the plate currently assigned to the vehicle.

Yes No N/A

Driver or unit assignment is correct critical (required)

Verify the document is filed under the correct unit and not misassigned to another vehicle.

Yes No N/A

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 critical (required)

Verify a scanned or digital copy is stored in the fleet system, shared drive, or approved document repository.

Yes No N/A

Electronic backup is linked to the correct vehicle record critical (required)

Confirm the digital file is indexed to the correct unit number, VIN, or vehicle profile.

Yes No N/A

Electronic copy is readable and complete critical (required)

Check that the digital image or PDF is clear, complete, and not cropped or corrupted.

Yes No N/A

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 critical (required)

Inspector confirms the audit was completed and findings are accurate.

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