Avoid Business Van Damage: Free Van Check Sheet Template

Business van care and damage prevention. Download free van check sheets for fleet managers: keep vans on the road and your business moving.
Business van damage can prove costly.

Maintaining a roadworthy fleet of business vans is one of the top priorities for fleet managers. Even seemingly small vehicle defects like low tyre pressure or a malfunctioning windshield wiper could result in a vehicle breakdown, or worse. Fleet managers must ensure that business van checks are completed regularly. A Van Damage Check Sheet can help identify vehicle defects and damage before a driver gets behind the wheel, making the road a safer place for everyone. 

We’ll explain why van checks are so important. Plus you’ll gain access to a free downloadable van damage check sheet:

Employee using a van damage check sheet template

Van Damage Check Sheet Template


What Are Van Checks? 

Business vans must be kept in good condition.

Business van checks are a specified set of conditions that both drivers and fleet managers need to look out for before operating a van. The van check sheet requirements encompass the entire van, both interior and exterior. 

It is recommend that business van checks be completed on a daily basis, or just before a van is driven. Vimcar has created a downloadable business van damage check sheet that walks you through every aspect of the van you need to inspect. 

Here’s an overview of what should be included in a daily van check: 

A van driver checking his van's tyres with a van check sheet
  • Tyres and wheels
  • Load 
  • Bodywork and doors
  • Tow-bars and tail-lifts
  • Exhaust
  • Number plates
  • Battery
  • Fuel, fluids and oil 
  • Brakes 
  • Lights
  • Mirrors 
  • Seats and seatbelts 
  • …and more! 

A daily van check shouldn’t take too long to complete, but it’s best to use a van check sheet to ensure you don’t miss anything. 

Read more: How To Ensure Drivers Take Care Of Your Fleet Vehicles

Why Are Van Checks Important? 

Whether you manage a large fleet or you’re self-employed, business van checks are crucial to ensuring that the road stays a safe place for everyone. By performing these checks, you’re lowering the chances of one of your drivers or someone else on the road being injured due to vehicle maintenance issues. 

Moreover, you are legally required to keep business vans safe and roadworthy. Reports should be filed after every van check, even if no defects or damage was uncovered. 

What To Do If A Business Van Has Been Damaged

Business vans should stay damage-free.

If a defect or damage has been detected on a van, it should be noted in a report and the fleet manager (or another specified employee) should be notified immediately.

Damage reports should include the make and model of the van, a detailed explanation of the damage, who reported it and who the damage was reported to. 

Read more: Employee Company Car Agreement | Contract Template And Tips

Serious defects must be repaired before the van is driven again. Additionally, fleet managers are responsible for following up on damage reports to ensure that the van has been appropriately repaired and is once again safe to drive. 

Employee using a van damage check sheet template

Van Damage Check Sheet Template


How long should reports be kept on file? 

There is no specified amount of time that van damage reports must be kept on file. However, HGV damage reports must be kept on file for 15 months, so keeping a van damage report for that amount of time makes sense. 

It’s better to have extensive records on each van within your fleet than to have too little information, should your fleet be inspected in the future.  

Image reprenting FAQs on van check sheets

FAQs answered on Van Check Sheets

At Vimcar, we are aware that all businesses have jargon. For this reason, we chose to demystify the common van check sheet phrases to help you understand its importance and how Vimcar can assist you. Below are our van check sheet FAQs.

1. What is the purpose of a daily vehicle check on a commercial vehicle?

Any business operating commercial vehicles must ensure its vans are up to roadworthy standards. Daily vehicle checks are a straightforward way to ensure your drivers stay safe through the early detection of car problems. A van check sheet is an excellent tool when you want to detect faults in time plus reduce the repair and maintenance costs.

2. What are the five most essential vehicle checks before driving off?

Before we answer this question, remember that there are dozens of checks on a van check sheet. You can find all of them all here.

Some important checks include:

Man doing his daily Van Check Sheet
  • Lights. Examining your front and rear lights is essential before hitting the road. The key steps include checking that the lights are working and are not faded. It’s also a good idea to confirm that the fog lights, brake, and indicator lights are functioning.
  • Tyres. Commercial vans experience lots of wear and tear. Some of the things to check for include air pressure, tyre treads, and damage. Besides that, it would be wise to confirm that each van’s spare tyre is in pristine condition.
  • Oil and fluids. This vehicle check should never miss on your van check sheet to ensure your HGV vehicles are running efficiently. The things to check include coolant, brake and windscreen fluid, and engine oil.
  • Air filter. We cannot stress enough the importance of checking your vehicles’ air filters. Confirm that there is no dust buildup. We recommend changing the filter routinely if your cars cover high mileage.
  • Dashboard. Your van check sheet must also include dashboard checks. We recommend checking the manual of your vehicles to familiarize yourself with any flashing that appears.

3. Is it a legal requirement to undertake daily vehicle safety checks before commencing a driving duty?

The Driver and Vehicle Standards Agency (DVSA) requires all vehicle operators to perform daily walkaround checks to ensure roadworthiness.

4. Which of the following are vehicle checks that should be done daily?

Pumping up tyres on a van

Our van check sheet has a complete list of things to check daily. These daily checks fall under two categories: external and internal.

  • External checks include bodywork, tyre condition, windows, and lights
  • Internal checks have seat belts, fire extinguishers, and fluid condition

5. Why are vehicle checks necessary?

The safety of everyone, from the driver to the pedestrian, is the most obvious basis for undertaking routine vehicle checks. Such checks also ensure you are compliant with DVSA requirements which is why they must be included in a van check sheet.

6. What do you check before driving a van?

Similar to other light goods vehicles, your van check sheet should include the following checks.

A lorry driver checking his lorry with a van check sheet
  • Tyre condition
  • Load
  • Exhaust
  • Fluids
  • Lights
  • Battery

We hope we’ve answered most of your questions about Van Check Sheets. Don’t hesitate to contact us for more details on how VimCar’s fleet management software could work for you.

How To Ensure Drivers Complete Business Van Checks 

Completing van walkaround checks is the responsibility of both fleet managers and drivers. Therefore, it’s important that fleet managers properly incentivise their drivers to complete these checks. 

A few ways to ensure drivers complete daily van checks include: 

  • Explaining the importance of business van checks during driver training. 
  • Providing drivers with step-by-step van damage check sheets to make daily walkaround checks even easier. 
  • Rewarding drivers who complete van checks.  

Fleet managers simply can’t check every single van each day. Therefore, a business needs to have systems in place to encourage drivers to complete van checks regularly. 

Read more: How Tracks on Vans Can Improve Your Van Maintenance

Keeping Your Business Van Roadworthy 

Business van checks will keep your vehicles on the road

Completing daily van checks is crucial to keeping vehicles roadworthy. Van checks are the responsibility of both fleet managers and drivers. To make this process easier and ensure nothing is skipped, using a van check sheet is recommended. 

Keep in mind that van checks are just one of the many responsibilities of fleet managers. For assistance with other fleet management tasks, contact Vimcar today. Our software is easy to use and addresses other key fleet management tasks, such as fleet GPS tracking

Read more: Driving At Work – How To Create A Safe Driving Policy


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