Driver walk around checks and defect
reporting – sharing good practice
Introduction
The requirement to properly maintain vehicles lies at the heart of much road transport legislation and the operator licensing
system, but the actual process of achieving this is not subject to specific rules.This is a benefit to the industry as it allows individual
organisations to devise systems that are appropriate to its own operations. However, it can also create uncertainty for decision
makers in identifying the best course of action.
The Vehicle and Operator Services Agency’s (VOSA) publication entitled Guide to Maintaining Roadworthiness (GTMR) is an
industry-recognised guide to the minimum requirements of an effective preventative maintenance system and should be used
by anyone looking to establish and maintain an effective system. Visit www.vosa.gov.uk or FTA members can contact the FTA
Member Advice Centre for a copy.
This briefing note focuses on driver walk around checks and defect reporting to identify and share good practices over and above
these minimum standards. The good practices highlighted within this note are based on real-life systems used by FTA members
and should be used to stimulate ideas in relation to possible improvement of your own systems.
Key system areas are:
Further resources
• driver training
• FTA’s Routine checks for large goods vehicles DVD – a DVD providing a practical
demonstration of all areas that need
attention during a routine walk around
check for large goods vehicles. It features an 18 tonne curtainside truck,
an artic combination with a tank semitrailer and a rigid fitted with a dropside
body. A second disc provides a set of
managers’ notes, two test papers and
two answer papers to be used in conjunction with disc one. Visit www.shop.
fta.co.uk or call 08717 11 11 11.
• FTA’s Routine checks for vans and light
goods vehicles DVD – a DVD providing
a practical demonstration of all areas
that need attention during a routine
check for vans and light goods vehicles.
It features a van, a 3.5 tonne dropsided vehicle with a trailer attached
and a 7.5 tonne tipper. A second disc
provides a set of managers’ notes, two
test papers and two answer papers
to be used in conjunction with disc
one. Visit www.shop.fta.co.uk or call
08717 11 11 11.
• Example of a test paper in Appendix A
• Example of written instructions in
Appendix B
• FTA’s Drivers’ Handbook – a guide for
large goods vehicle drivers to do their
job safely and responsibly. With sections on staying legal, when things go
wrong, driving best practice, looking
after yourself and driving abroad, it
• routine vehicle checks by drivers
• defect reporting
• defect rectification
• auditing
Driver training
All drivers should be fully trained in carrying out vehicle checks and on how
your defect reporting system works.
Before being permitted to drive vehicles,
the effectiveness of this training should
be measured by way of assessment or
written test (an example test paper is
shown in Appendix A). Drivers should
also receive written instructions (either
specific or in a handbook) in relation
to your defect reporting procures and
should sign to say they have received
and understood the information (an
example is in Appendix B). All training,
assessment and information received
should be recorded and retained. From
10 September 2009, this training may
also be used to count towards the periodic training requirement for the Driver
Certificate of Professional Competence,
provided it is an approved course delivered by an approved training provider
(for more information see the FTA guide
to Driver CPC at www.fta.co.uk).
also includes a fold out driver’s walk
around check diagram. Visit www.shop.
fta.co.uk or call 08717 11 11 11
• FTA’s Van Drivers’ Handbook – a guide
for van drivers to do their job safely and
responsibly. With sections on defensive
and green driving, driver licensing and
driving offences, it includes a fold out
driver’s walk around check diagram.
Visit www.shop.fta.co.uk or call 08717
11 11 11
• FTA’s HGV walk around check poster.
Visit www.shop.fta.co.uk or call 08717
11 11 11
• FTA’s Van walk around check poster.
Visit www.shop.fta.co.uk or call 08717
11 11 11
• FTA driver walk round check training.
Visit www.fta.co.uk/training
Walk around checks by
drivers
Checks should be carried out by all drivers on taking over the use of any and
every vehicle or trailer. Particular care
to be taken when there is a change to
the type of vehicle or trailer operated
or where third party vehicles/trailers
are to be used. Ensure that drivers have
adequate facilities and light to carry out
checks via the provision of torches or
suitably illuminated areas on site.
FTA Briefing Note
Driver walk around checks and defect reporting – sharing good practice
Defect reporting
All drivers should be issued with defect
report pads. Defect report pads can either
cover both the driver’s check and the defect
rectification process or organisations can
use separate forms for each stage.
Report pads should have serial numbers so
that their issue and use can be monitored.
Defect sheets must contain all elements
contained in the GTMR as a minimum –
these are listed in the first tier of Appendix
C. The next group of items in the appendix
are those that are recommended for consideration as they pick up on other legal
requirements, such as tachographs, vehicle
excise duty and no smoking signs. The last
group are considered optional, generally
because they relate to specialist vehicles or
operations.
Clearly, there is a balance to be had between
having a thorough form and having one that
is excessively long. Also, the forms need to
be specific to the vehicle/combination to
be used by the driver where practicable.
Therefore, when looking at the recommended and optional items, it is important
to choose the most relevant items to your
drivers, operations and preventative maintenance systems. For example, the second recommended item is that the driver
completes the date of the last inspection/
recalibration from the tachograph plaque.
However, you may feel that this would be
more suitable to be checked in the regular safety inspection, rather than by the
driver. The appendix includes a column on
the right for you to use to check against
your existing forms, so you can identify the
items that you don’t currently ask drivers to
check, but which you may wish to consider
including in the future. The final optional
item on the checklist is the ability to identify damage on a vehicle. An example of
this could be achieved using pictures, rather
than words, as shown in Appendix D.
Drivers should always complete, sign and
date the form even if no defects are found
– known as ‘nil’ defect reporting. These
forms may help to satisfy enforcement
officers that the vehicle was roadworthy
when it left the depot. In the VOSA publication Enforcement Sanctions Policy, VOSA
enforcement officers are guided not to
issue fixed penalties to drivers if they
believe that the problem happened during
the journey. All reports (even ‘nil’ defects)
should be retained for at least 36 months
(to cover for personal injury claims as well
as operator licence undertakings).
2 An FTA Briefing Note
Drivers should confirm a check has been
carried out before vehicle leaves the depot
by either handing in completed and signed
copy report forms, or by using telematics/onboard communication system as
confirmation.
Post-duty or end-of-shift checks should also
be carried out by drivers. If a defect is then
found at the next shift, the previous driver
should be interviewed to explain the discrepancy. The post-duty sheet should also
ask the driver to confirm:
• if driver/vehicle has been stopped at a
roadside enforcement check
• if driver/vehicle has been involved in an
accident or incident
Further resources
• Defect sheet checklist in Appendix C
• Example of damage reporting sheets in
Appendix D
Defect rectification
Each site should have a nominated person(s)
responsible for making the decision as to
whether the vehicle is taken off the road or
whether the vehicle can be used, whenever
a defect has been reported by a driver.That
person must either:
• have the appropriate skills, experience
and knowledge to make the decision or
• have access to others who hold the
appropriate skills, experience and knowledge to make the decision. The VOSA
publication VOSA Categorisation of defects
may help with the decision (see further
resources section below)
If the responsible person decides the defect
requires immediate action the vehicle must
be taken off the road until the defect has
been rectified. There should be systems in
place to ensure that vehicles taken off the
road are not used (such as a whiteboard in
the traffic office listing these vehicles) and
that an appropriate ‘vehicle not in use’ sign
is placed in the vehicle.
If the responsible person decides the rectification can be deferred after determining
that the vehicle is roadworthy, there should
be a system to ensure it is dealt with within
the required time or at the latest at the next
safety inspection.The defect note should be
annotated ‘deferred to next safety inspection’ or ‘deferred to [date]’ and signed by
the responsible person.
All defects must be rectified and this process must be documented. The defect sheet
should have either:
• four copies of differing colours:
–– one to be retained by the driver
–– one to be handed into the office
–– one to be handed into the office
and then to go to the workshop
–– one to be handed into the office,
then to go to the workshop and,
lastly, to be returned to the office
once rectified and completed
or
• two copies:
–– one to be retained by the driver
–– one to be used by other parties
listed above
There should be a system to keep a log of
outstanding defects, which records:
• vehicle registration or trailer ID number
• defect
• date of report of defect
• date of rectification
Defect reports and defect logs must be
retained for at least 15 months. If kept for
longer for other reasons (personal injury
claims for 36 months) these files should
be kept separately. Note that records may
be kept electronically and VOSA has issued
a guidance publication – see the further
resources section below.
Further resources
• VOSA publication Categorisation of
defects. Visit www.vosa.gov.uk and search
under publications, or members can contact the FTA Member Advice Centre
• VOSA publication Guide to the use of
maintenance software and computer storage of maintenance records. Visit www.
vosa.gov.uk and search under publications, or members can contact the FTA
Member Advice Centre
• FTA categorisation of defects training.
Visit www.fta.co.uk/training
Auditing
Operators should carry out daily random checks to ensure drivers are always
carrying out routine vehicle checks. For
example, supervisors should check drivers’
report pads, check tachograph records and
observe drivers carrying out checks.
Driver walk around checks and defect reporting – sharing good practice
To ensure the routine checks are being carried out to the required standard, random
daily walk around check audits should also
be carried out. This involves vehicles being
stopped before they leave the depot and
a routine check carried out. Anything that
has been missed by the driver should be
the subject of formal investigation and, as
this may be a driver error, you should look
to your organisation’s policy on training and
disciplinary procedures as appropriate, and
document any such action.
consider including the requirement for this
feedback to be included formally in the
service level agreement. Again, reported
problems should be investigated, acted
upon and documented.
identify key trends and to target resources
to deal with these issues. This may be a
problem with a particular driver, manager,
depot, maintenance provider, test station or
even an enforcement officer.
Information from your defect reporting system can also be used to highlight
any specific issues with makes or models
of vehicles. Where these have been identified steps need to be taken to mitigate
these problems and these steps should be
documented.
Finally, independent audits of the system
should be carried out regularly. The appropriate frequency will depend on the circumstances, but the audits should not usually be
needed more than every six months.
Further resources
The vehicle’s regular safety inspections
can also be used to highlight where driver
reportable defects have been missed. If
you use an external maintenance provider
Information from reported defects, prohibitions, fixed penalties and the operator’s
vehicle roadworthiness traffic enforcement score should be used to monitor and
• FTA driver daily walk around check audit.
Visit www.fta.co.uk/vehicleinspection
• FTA vehicle maintenance systems audit.
Visit www.fta.co.uk/vehicleinspection
An FTA Briefing Note 3 Driver walk around checks and defect reporting – sharing good practice
Appendix A: Example of a driver walk around check test paper
Name........................................................................................................................................................................................ Date.............................................................................................
There are 15 questions included in this test paper. To complete the test, please tick next to the relevant answer, but note that some questions may need you to tick more than one answer.
1 What legal action could be taken against you if you drive an unroadworthy
vehicle? (Tick all that apply)
a You could be fined
b Your licence could be awarded penalty points
c Your vocational licence could be revoked
d You could be sent to prison
[Answer – all correct]
2 Driver walk around checks are which of the following? (Choose the best
answer)
a A nuisance and should be done as quickly as possible
b Part of your company’s regular vehicle maintenance system
c The responsibility of the registered keeper of the vehicle
d Only required for borrowed or hired vehicles
[Answer – b Part of your company’s regular vehicle maintenance system]
3 When is the best time to do a walk around check? (Choose the best answer)
a When the engine is running
b Only in the morning
c When taking over the vehicle for the first time
d During a break or daily rest period
[Answer – c When taking over the vehicle for the first time]
4 What is the main reason for looking under the front of your vehicle during
your check? (Choose the best answer)
a To look for ice and snow on the road
b To make sure the tyres are all inflated the same
c To check the line markings on the road
d To look for any sign of fluid leaks such as oil or coolant
[Answer – d To look for any sign of fluid leaks such as oil or coolant]
5 When should you check the oil and coolant level? (Choose the best answer)
a After you start the engine, to give them both time to warm up
b Before you start the engine, when the engine is cold
c Whenever you remember – it makes no difference
[Answer – b Before you start the engine, when the engine is cold]
6 At what stage must you start using your tachograph (assuming your activities
require you to use one)? (Choose the best answer)
a Once you have left the yard
b After your morning tea
c As soon as you take over the vehicle
d When you are satisfied that all is well with your vehicle
[Answer – c As soon as you take over the vehicle]
7 Amongst others, which of the items below should you check while sitting in
the driver’s seat? (Tick all that apply)
a Warning lamps and devices
b Wheel security
c Demisters and temperature controls
d Operation of the parking brake
[Answer – a Warning lamps and devices, c Demisters and temperature
controls and d Operation of the parking brake]
8 What is the most important reason for keeping the footwell clear? (Choose
the best answer)
a The items could be damaged
b There’s no way to tie things securely
c Loose objects could obstruct operation of the pedals
d The noise made by the moving objects could annoy you
[Answer – c Loose objects could obstruct operation of the pedals]
4 An FTA Briefing Note
9 How could you make a quick check for excessive exhaust smoke? (Choose
the best answer)
a
b
c
d
Ask a colleague to look up the exhaust pipe
Rev the engine hard and then jump out the cab and look
Press gently on the accelerator and use your wing mirrors
You don’t need to worry about this as part of a routine check
[Answer – c Press gently on the accelerator and use your wing mirrors]
10When walking round your vehicle checking items, you are looking to ensure
everything is what? (Tick all that apply)
a
b
c
d
Secure
In good condition
Working
Value added
[Answer – a Secure, b In good condition and c Working]
11Tyres are important. Which of the following answers are appropriate? (Tick
all that apply)
a
b
c
d
In good condition
Under inflated
Without bulges, tears or abrasions
Less than three months old
[Answer – a In good condition and c Without bulges, tears or abrasions]
12What should you check your fuel cap for? (Tick all that apply)
a
b
c
d
To check the fuel level
To ensure the seal is in good condition
To see if the vehicle uses petrol or diesel
For any leaks
[Answer – b To ensure the seal is in good condition and d For any leaks]
13If you drive an artic, what do you need to remember when checking the
semi-trailer? (Tick all that apply)
a
b
c
d
Longer vehicles take up more room
The trailer numberplate matches the registration of the tractor unit
The suzies must be properly connected and secured
To listen for air leaks
[Answer – b The trailer numberplate matches the registration of the
tractor unit, c The suzies must be properly connected and secured and d
To listen for air leaks]
14If you didn’t load the vehicle yourself, should you be concerned about the
load’s condition/safety once you’ve left the depot?
a No, it’s the responsibility of the person/people who loaded it
b Yes, it’s down to me as the driver
[Answer – b Yes, it’s down to me as the driver]
15Why is it so important to follow a regular routine when doing the walk
around check? (Choose the best answer)
a Because my supervisor tells me to
b So I remember to check the sideguards and rear under run bar
c Following a routine reduces the chance of missing anything
[Answer – c Following a routine reduces the chance of missing anything]
Score............................................................................................................................................................
Comments..........................................................................................................................
...............................................................................................................................................
Driver walk around checks and defect reporting – sharing good practice
Appendix B: Example of written instructions
DRIVERS VEHICLE CHECK INSTRUCTIONS
At the commencement of your shift you should always carry out a check of your vehicle/trailer as per the
checklist before leaving your depot. Any defects identified should be reported to your team leader using a
defect report. (All defects should be reported in writing using the defect forms supplied.)
Your Team Leader or Workshops will assess the type of defect as to whether or not it should be rectified
before you leave the depot, or rectified on your return.
Note: Y
our vehicle/trailer must not leave the depot with any defect that could be considered safety related
or which could possibly attract a prohibition notice or a fixed penalty if checked by VOSA or other
enforcement agencies.
Only when you are satisfied that your vehicle in your opinion is in a safe and roadworthy condition should you
commence your journey after ticking the ‘nil defect’ box and signing your daily vehicle check sheet.
Once your journey has commenced and during your shift you must monitor the vehicle and trailer for any
defects that arise. Should any defects occur no matter how small or large these must be reported and a defect
report completed on your return to depot.
On return to the depot at the end of your shift you should complete the remainder of the daily defect sheet,
sign it and hand in to your team leader.
Please remember you must check every vehicle and trailer used during your shift and sign that you have done
so.
If you have any problems with the above, please contact your team leader.
Driver’s vehicle check instructions
Driver name............................................................................................................................................................................
I declare that I have received and understood the instructions above.
Name............................................................................................................................... Date..................................................................................
An FTA Briefing Note 5 Driver walk around checks and defect reporting – sharing good practice
Appendix C: Defect sheet checklist
Defect sheets should contain all elements contained in Guide to Maintaining Roadworthiness as a minimum – these are listed in the first
tier.The next group of items are those that are recommended for consideration as they pick up on other legal requirements.The last group
are considered optional, generally because they relate to specialist vehicles or operations.
The right-hand column is for you to use to check against your existing forms (tick if your forms already contain these elements).
Minimum requirements of Guide to Maintaining Roadworthiness
ABS systems functioning
Fuel/oil leaks
ABS leads connected
Battery security (condition)
Vehicle/trailer exterior clean
Tyres and wheel fixing
Numberplates
Spray suppression
Steering
View to front (no more than 4cm interference with swept
area)
Security of load
Underrun bars
Mirrors
Sideguards
Lights
Steps and catwalk
Reflectors
Door locks
Indicators
Interior light
Wipers
Condition of load securing equipment
Washers
Load weight and distribution
Horn
Who the defect was reported to and when
Excessive engine exhaust smoke
Optional items
Brake lines (combinations)
Urea level
Coupling security (combinations)
Electrical connections (combinations)
Height indicators or driver to confirm vehicle/combination/
load height on form
Brakes
Accident pack – forms and camera
Security of body/wings
Tail lift
Markers
Crane
Glass
Over height warning buzzer
Items recommended for consideration
Tachograph – correct time
Tachograph – calibration/inspection (date of last inspection/
recalibration)
Tipping gear
Refrigeration equipment
Telematics and in-cab communications
On-board weighing equipment
Tachograph – spare print roll
Curtains
Tachograph – speedlimiter plaque
Night heater
Driver has digital tacho card if holds one
In-cab communications
Driver has charts/records for current day and previous 28
calendar days
Reversing aid
Driver has no charts/records over 42 calendar days old
Moveable bulkhead
Driver has Driver Qualification Card (Driver CPC) if
required
Twist locks
VED
Well Driven? or other campaign stickers
Operator’s licence disk
Vulnerable load card
Plating certificate vehicle
Toll tags
Plating certificate trailer
Recovery stickers
No smoking sign
Low air warning alert
Other warning devices (handbrake, fifth wheel sensors,
landing legs etc)
Gauges and dials
Service week sticker
Seats
Mechanical seal
Seat belts
Post duty – has driver vehicle been stopped at roadside
enforcement check?
Oil, coolant and screenwash levels
Fuel cap
Cab/trailer interior clean
6 An FTA Briefing Note
Shutters
London Lorry Control Scheme permits
Post duty – has driver vehicle been involved in an accident
or incident?
Damage (see also Appendix D)
Driver walk around checks and defect reporting – sharing good practice
Appendix D: Example of damage reporting sheets
An FTA Briefing Note 7 Acknowledgements
With thanks to: 3663 First for Foodservice, ASDA, Greggs plc, Menzies Distribution, Sainsbury’s, Tesco,
Travis Perkins and Warburtons for providing examples of industry best practice.
Freight Transport Association Limited
Hermes House
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Tunbridge Wells
Kent
TN4 9UZ
Telephone: 01892 526171
Fax: 01892 534989
Website: www.fta.co.uk
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