By RAM Tracking on 1 May 2018

There are multiple components of a vehicle hire checklist that should always be included as a foundation of support to fleet management, including, but not limited to, the following recommendations: external vehicle condition, fluids check, vehicle interior, and function checks. Now we will take a closer look at what each of the recommended fleet management checklist items would include, to help drive efficiencies for the company.

The easiest measurement for checklist items would include satisfactory or available, as compared to defective or missing, or not applicable based on vehicles being administered with the checklist. 

External Vehicle Condition

External vehicle condition should include a focus on the condition of vehicle bodywork, windscreen, windows and lights as well as the windscreen wiper blades. Items such as the overall cleanliness of the components, including the license plate should also be noted. Conditions of tyres, tyre pressure and tyre wear, as well as the availability of a spare and jack, should be highlighted in this section.


Fluids in a checklist should include engine oil levels, coolant, brake fluid, power steering, and windscreen wash levels. Additionally, any apparent leaks from under the vehicle should be observed and noted.

Vehicle Interior

Within the interior of fleet vehicles, components such as restraints and seat belts should be reviewed, mirror adjustments, first aid kit, torch, warning triangle, vehicle handbook, and additional business-specific components that may be customised based on the industry or specific company needs. 

Function Checks

A critical component of every vehicle hire checklist should start with a full function check before starting the journey for the day. Function checks include a spectrum of items including monitoring warning lights, in addition to all other lights on the vehicle.  Additionally, components such as the horn, washers and wipers, brake mechanism, and fuel level should all be checked before departing for the daily route. 

As there are most likely multiple vehicles in the fleet, there should be a registration number for the vehicle noted on the checklist as well as the odometer reading, operator name, and date. As a final confirmation of the checklist, a signature should be added by the driver to provide a foundation of accountability.

Vehicle checklists, when conducted daily, help provide multiple benefits to the business and fleet manager, overall. First, and foremost, the safety of drivers and others on the road is optimised by allowing for a daily check on components that may break down frequently. Likewise, the same idea will ensure savings for the company by limiting the downtime for vehicles in the fleet. Finally, the benefit of accountability for drivers and employees is highlighted with structure in the fleet management process.

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