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Inspection template in the LeanSuite app

Last reviewed

Vehicle condition report

A vehicle condition report records the state of a company vehicle at a hand-over, a return or after an incident, so the next driver and the fleet owner agree on what was already there. This template has 10 questions across the exterior (body, glass, mirrors, lights, tires and wheels), the interior (seats, controls, a clean cab) and fluids, equipment and records, starting with the plate and odometer reading.

Drivers, yard staff or the fleet coordinator fill it in at the vehicle, with photos. The last question asks for existing and new damage to be photographed and noted, and that is where most disputes get settled. Without it, a dented rear door found on Monday has no owner: the weekend driver says it was there, the yard says it was not, and the repair comes out of the site budget. Use the vehicle pre-trip inspection for the walk-around before each trip; this report is for the moments a vehicle changes hands.

What it is for, as built: Record the condition of a vehicle at hand-over, return or after an incident.

Use this template in LeanSuite

The full question list

The 10 questions in the inspection

Every question is answered Yes, No or N/A. Each No is flagged and asks for a photo and a comment, so the finding arrives with its evidence.

Exterior

  1. 1Body panels have no new dents, scratches or damage
  2. 2Glass, mirrors and lights are intact
  3. 3Tyres and wheels are in good condition

Interior

  1. 4Seats and trim are clean and undamaged
  2. 5Controls and instruments work
  3. 6The cabin is clean and free of personal items

Fluids, equipment and records

  1. 7Fuel or charge level is recorded
  2. 8Oil, coolant and washer fluid are at the right level
  3. 9Required safety equipment is present
  4. 10Existing and new damage is photographed and noted

Worked example, illustrative

A filled-in example

One section as it might be filled in on the floor, with every other section of the inspection answered Yes. The place and finding are made up to show how the inspection reads and scores.

Result: pass, 90% against a pass mark of 90

  • 10 questions, all of them count.
  • 1 answered No, so 9 of 10 are Yes: 9 ÷ 10 = 90%.
  • 90% is at or above 90, so the inspection passes. The No still needs its fix.

What happened next: Fleet coordinator logged the damage against the weekend hand-over and booked the body shop for the following week.

Scored here as one point per question with N/A left out. In the app each answer carries the points set on the template, so change them after you clone it if your plant weighs some checks more.

Vehicle Condition Report

Inspection, as needed

Vehicle ID or plate
Van 14
Odometer reading
88,412

Exterior

  1. Body panels have no new dents, scratches or damageNo

    Comment: New dent and scuffed paint on the rear left door, about a hand's width, not on the last report. Rest of the body matches the previous photos.

    Photo attached to the No

  2. Glass, mirrors and lights are intactYes
  3. Tyres and wheels are in good conditionYes
Drawn from this template's own questions, not a screenshot of the app. Illustrative answers.

When to use it

  • When it is due on your audit programme, or after a change or a problem.
  • The person responsible for the area or equipment answers each question on the spot.
  • Each record starts with: Vehicle ID or plate, Odometer reading.

How it is scored

The template is built with points per answer and a pass mark of 90. In this library every audit is set to pass at 80 and every inspection at 90. Each submitted inspection shows its score and pass or fail, and every No is flagged with its photo and comment.

Change the points or the pass mark after you clone it. How rules and scoring work.

Read and print

More in safety inspections and audits

All safety inspections and audits templates

FAQ

Vehicle condition report: common questions

  1. At every hand-over and return, and after any incident, however small. It is not on a calendar: the trigger is the vehicle changing hands. Add one when a vehicle comes back from a repairer or a body shop, before a long loan to another site, and when a vehicle has sat unused for weeks and is going back out.

  2. The driver taking or returning the vehicle fills it in at the vehicle, with the fleet coordinator or yard staff present where possible so both agree on what is already there. They need the previous report to compare against and a phone for photos. New damage goes to the fleet coordinator, who decides on the repair and who carries the cost.

  3. A fail here is mostly a record of new damage or a vehicle that is not fit to hand over: a new dent, a cracked mirror, a warning light on, fluids low or safety kit missing. Photograph it and note it against the last report. If the fault affects safety, keep the vehicle off the road until it is fixed. In this template every No is flagged and asks for a photo and a comment, and an inspection that scores under its pass mark of 90 is a fail.

  4. Keep the vehicle ID, odometer, date, both drivers' names, each item of damage with a photo, and the fuel or charge level. Keep the repair and who paid for it. The photo set is what settles a dispute weeks later, and over months it shows which vehicles or drivers keep coming back with new marks. In LeanSuite each submitted inspection is stored with its score, its pass or fail, and the photo and comment on every No.

  5. 10 questions in 3 sections: exterior, interior, and fluids, equipment and records. Every question is answered Yes, No or N/A.

Use this template in LeanSuite

It is ready in the Template Marketplace inside Lean Creator as “Vehicle Condition Report”. Clone it into your plant, change any question, then schedule it to a person, role or asset with reminders. Auditors complete it on a phone or tablet, with photo evidence where required.

Not on LeanSuite yet? On a 90-day pilot our team sets up your account and digitizes the forms and checklists you use today, this one included.

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