How to set up a vehicle maintenance and inspection schedule

The most critical part of your maintenance schedule is the "planned preventative maintenance" (PPM) system, which must combine daily driver walkaround checks with periodic professional safety inspections. Failing to keep these records or missing an inspection interval can lead to the revocation of your Operator's Licence and heavy fines from the DVSA (Driver and Vehicle Standards Agency).

Daily Driver Walkaround Checks

Before any vehicle is used each day, the driver must perform a thorough walkaround check. This is a systematic inspection of the vehicle's roadworthiness and is your first line of defence against accidents and breakdowns.

• Exterior: Check lights, indicators, reflectors, and the condition of the bodywork.
• Tyres: Inspect for tread depth, pressure, and any visible damage or bulges.
• Fluids: Check engine oil, coolant, and screenwash levels.
• Visibility: Ensure mirrors, cameras, and glass are clear and intact.
• Functionality: Verify that the horn, wipers, and brakes (including the parking brake) work correctly.

Any defects found must be recorded in writing and rectified by a competent person before the vehicle is driven on a public road.

Safety Inspections

In addition to daily checks, your vehicles need professional safety inspections at regular intervals. These are more in-depth than a standard service and focus specifically on safety-critical components. The frequency of these inspections depends on the age of the vehicle and the type of work it does, typically ranging from every 6 to 13 weeks.

Annual MOTs and Servicing

While safety inspections focus on immediate roadworthiness, regular servicing focuses on the long-term health of the engine and mechanical components. You should align your servicing schedule with the manufacturer’s recommendations. Furthermore, you must track the expiry date of every vehicle's MOT. It is best practice to book the MOT at least two weeks before the expiry date to allow time for any necessary repairs.

Record Keeping

"If it isn't written down, it didn't happen."

This is the unofficial motto of the DVSA. You are legally required to keep all maintenance records for at least 15 months. This includes:

1. Daily driver walkaround check sheets (even those with no defects).
2. Safety inspection reports signed by a qualified technician.
3. Invoices and receipts for all repairs and parts.
4. Annual MOT certificates and brake test reports.

The Maintenance Wall Planner

A physical or digital "Maintenance Wall Planner" is the best tool for managing your fleet. Map out the entire year in advance, marking every safety inspection, MOT, and service date for every vehicle. This helps you manage your cash flow and ensures you have enough vehicles available for customer jobs while others are in the workshop.