Walkaround Check & Defect Reporting Template

Daily walkaround checks are one of the most important safety and compliance tasks a driver carries out. In over four decades working with goods vehicle operator licences, I have seen that most compliance problems start when routine checks are rushed, poorly recorded, or missed altogether. Every driver is responsible for completing a suitable check before the vehicle is first used each day. This responsibility sits alongside the undertakings given by the operator when holding an operator licence and forms part of the wider duty to keep vehicles fit and serviceable.

A walkaround check is exactly what the name suggests. The driver inspects the vehicle and trailer, where applicable, to make sure they are roadworthy and safe to use. It is not a replacement for planned maintenance inspections carried out by technicians. Instead, it is the final check before the vehicle enters service.

Understanding daily walkaround checks

The DVSA Guide to Maintaining Roadworthiness sets out what operators are expected to have in place. Good practice means having a consistent process that covers the key categories of vehicle condition and safety. Drivers should be trained to recognise defects, understand what makes a vehicle unroadworthy, and know what action to take when a problem is found.

A proper check normally includes the vehicle exterior, lights, tyres, wheels, bodywork, mirrors, registration plates, load security arrangements, safety equipment, and any trailer connection points. Inside the cab, drivers should check items such as warning indicators, steering, brakes, seat belts, visibility and any equipment needed for the journey. The exact scope will depend on the vehicle type and operation, but the principle remains the same. The vehicle must be safe and legal before it is used on the road.

One of the biggest mistakes I see is treating the inspection as a paperwork exercise. A completed form is not evidence that a meaningful inspection took place. Drivers should take sufficient time to look properly, paying particular attention to anything that could affect road safety. If a defect is found, it should be assessed and reported immediately.

Operators should also make sure their procedures are practical. Drivers need clear instructions, suitable reporting systems and a straightforward route for escalating concerns. A good compliance culture encourages drivers to report issues rather than ignore them. Effective daily walkaround checks depend on drivers understanding both the inspection process and the importance of accurate reporting.

• Carry out the check before first use of the vehicle each day.
• Record defects clearly and accurately when they are found.
• Record a NIL defect result when no defects are identified.

Driver defect reporting

Effective driver defect reporting is the link between finding a problem and getting it resolved. Every defect identified during a walkaround check should be recorded. Equally important, many operators require drivers to record NIL defects when nothing is found. This creates a complete audit trail showing that inspections are being carried out consistently.

The driver’s role is to identify and report defects. The driver is not expected to decide whether a technical repair is adequate unless suitably qualified to do so. Responsibility for assessing, repairing and releasing the vehicle back into service normally sits with the operator and maintenance provider. Clear communication between drivers, transport management and workshop staff is essential.

Records should show what defect was reported, when it was reported, what action was taken, and who authorised the vehicle’s return to service if repairs were necessary. Whether records are paper based or electronic, they should be retained as part of the operator’s maintenance system.

The paper trail matters. During a DVSA roadside encounter, an examiner may ask about vehicle checks and reported defects. During an audit, investigators often review defect records to see whether reported issues were dealt with properly. Missing records, unexplained gaps or repeated defects can raise concerns about an operator’s systems and controls.

Why compliance records matter

Well managed daily walkaround checks help demonstrate that an operator is taking roadworthiness seriously. Records provide evidence that drivers are carrying out their responsibilities and that management is responding appropriately when defects are reported.

When records are complete, it becomes easier to identify recurring faults, monitor vehicle reliability and improve maintenance planning. They also help protect drivers and operators if questions are raised after a roadside inspection, collision investigation or compliance review.

From a transport manager’s perspective, consistency is everything. The strongest fleets are not necessarily the newest. They are the fleets where every vehicle is checked, every defect is recorded, and every repair is documented.

Consistent daily walkaround checks also support wider compliance objectives. They provide a clear record of driver engagement with vehicle safety and can help demonstrate that operators have effective systems in place to identify and address defects before vehicles enter service.

The consequences of getting it wrong

Failure to carry out proper inspections can have serious consequences. Vehicles found with significant defects may receive a PG9 prohibition, preventing them from being used until the issues are addressed. This can lead to operational disruption, missed deliveries and additional costs.

Repeated roadworthiness problems can also affect an operator’s OCRS score. A poorer OCRS profile can increase the likelihood of future roadside stops and regulatory attention. Once an operator comes onto the radar for vehicle condition issues, scrutiny often increases.

In more serious cases, deficiencies in maintenance and defect reporting systems can become matters for a Public Inquiry before the Traffic Commissioner. Questions are likely to focus on whether drivers were carrying out inspections, whether defects were reported correctly, and whether management exercised effective control over the fleet. Poor records make these questions much harder to answer.

A standardised inspection and reporting process helps reduce these risks. Using a consistent template across a fleet makes it easier for drivers to follow the same procedure, for defects to be recorded in a uniform way, and for managers to review compliance activity. Standardised daily walkaround checks also make training and supervision more straightforward across larger operations.

This is general guidance for Great Britain and is not legal advice.

Frequently asked questions

Who is responsible for carrying out a daily walkaround check?

The driver using the vehicle is responsible for carrying out the check before first use each day. Operators must provide suitable systems, training and supervision, but the inspection itself remains the driver’s responsibility.

Do I need to record a NIL defect if nothing is wrong?

Many operators require NIL defect reporting because it demonstrates that the inspection took place. A record showing no defects were found can be valuable evidence during audits, investigations and roadside checks. Recording NIL defects also helps create a complete history of daily walkaround checks.

What does DVSA expect from daily walkaround checks?

DVSA expects operators to have a consistent and effective process for checking vehicle roadworthiness before use. Drivers should be trained, inspections should be meaningful rather than purely administrative, and defects should be reported and acted upon promptly. Operators should also be able to demonstrate that their checking system is being followed in practice.

How long should defect records be kept?

Operators should retain defect reporting records as part of their maintenance and compliance documentation. Keeping complete records helps demonstrate effective control of vehicle roadworthiness and supports evidence during regulatory inspections or audits. Record retention should form part of the operator’s documented maintenance system.

What happens during a DVSA roadside check?

A DVSA examiner may inspect the vehicle and ask questions about its condition, recent defects and inspection procedures. Drivers may be asked to explain how checks were carried out or provide evidence that defects have been reported. Good records can help demonstrate that appropriate vehicle checking processes are in place.

Can a vehicle be used if a defect is found?

That depends on the nature of the defect. Safety related or roadworthiness defects may make the vehicle unfit for use and require repair before it can be driven. Operators should have clear procedures for assessing reported defects and deciding whether a vehicle can remain in service.