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Run: Fleet Manager Monthly Vehicle Audit

Monthly vehicle audit template for fleet managers to verify unit identity, maintenance status, visible damage, safety equipment, and corrective actions befor...

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Vehicle Identification

Enter the fleet unit number or asset ID and confirm it matches the assigned vehicle record.
Record the license plate number and confirm it matches the vehicle record.
Record the vehicle identification number (VIN) from the vehicle and confirm it matches the fleet record.
Record the current odometer reading at the time of inspection.

Preventive Maintenance Compliance

Confirm the vehicle is within the required preventive maintenance interval based on mileage or date.
Confirm oil change, coolant, brake fluid, power steering fluid, washer fluid, and other required service checks are current per schedule.
Confirm tire rotation and scheduled tire inspections are current where applicable.
Confirm the most recent brake inspection is current and no brake-related service is overdue.
Confirm any open maintenance issues are documented, assigned, and tracked to closure.

Vehicle Condition and Damage Assessment

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

Safety Equipment and Regulatory Readiness

Confirm all required seat belts are present, undamaged, and latch properly.
Select all emergency or required equipment present in the vehicle.
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

List each deficiency, including the affected area, observed condition, and severity.
Determine whether the vehicle can continue operating or must be removed from service pending repair.
Enter the person, team, or vendor responsible for completing repairs or follow-up actions.
Record the expected date and time for corrective action completion or reinspection.

Audit Sign-Off

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

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