Free Vehicle Inspection Forms

What is a Vehicle Inspection Form?

A vehicle inspection form is a structured checklist used to evaluate the condition, safety, and roadworthiness of a vehicle. It guides drivers, mechanics, or inspectors through a consistent series of checks from basic exterior condition to critical mechanical components, ensuring nothing is missed.

Businesses use these forms to:

• Maintain regulatory compliance

• Improve safety and reduce breakdowns

• Track recurring issues

• Standardize inspections across fleets

Whether for daily pre-start checks or periodic maintenance assessments, the form helps capture accurate, actionable information.

Regulatory Requirements Across Regions

Which regulatory requirements must a vehicle inspection form meet across jurisdictions?

Here are the core regulatory elements your vehicle inspection form should capture, by major jurisdiction.

United States (FMCSA/DOT)

• Include vehicle identification, date/time, and a checklist of safety‑critical components; the driver must sign the Driver Vehicle Inspection Report ( DVIR ).

• If defects are found, the motor carrier must certify repairs or that repairs are unnecessary before reuse, and retain the DVIR and certifications for 3 months.

• Before driving, the driver must be satisfied that the vehicle is safe and review/sign the last DVIR when applicable.

• Maintain a separate periodic/annual inspection program and records; retain general inspection/maintenance records for 1 year while in service and 6 months after disposal/transfer.

• “No‑defect” DVIRs are no longer required (property carriers since 2014; passenger carriers since 2020), though carriers may still choose to collect them.

Canada (CCMTA NSC Standard 13)

• Complete a daily trip inspection every 24 hours using the applicable schedule; carry the schedule in the cab and do not operate with major defects.

• Trip inspection report content typically includes: licence plate/unit number, carrier name, date/time, inspection location, defects or “no defects,” driver/inspector printed name and signature, and odometer reading.

• Drivers must monitor vehicle condition en route, and report newly discovered defects; vehicles with major defects must not be driven until repaired.

• Carriers generally retain trip inspection reports for at least 6 months (check provincial rules; e.g., Alberta specifies 6 months retention and carrying Schedule 1 in vehicle).

• Provinces/territories adopt NSC 13 into regulation (e.g., Nova Scotia), so verify local implementation details.

United Kingdom (DVSA)

• Conduct a daily walkaround check at least once every 24 hours by the driver or a responsible person; document defects and remove unroadworthy vehicles from service.

• Defect reports should record: registration/ID, date, defect details/symptoms, reporter’s name, who it was reported to, assessment, rectification work, and date completed; keep records for at least 15 months.

• Safety inspection records must include operator name, date/location, inspector/organisation, vehicle ID, make/model, odometer, list of items inspected, defects, repair details, and a signed declaration of roadworthiness.

• DVSA’s recent updates emphasize brake performance assessments within safety inspections and clarify maintenance responsibilities; follow the latest GTMR guidance.

What’s Included in a Vehicle Inspection Form

Formats vary across industries, but what items should be included on a vehicle inspection form?

1. Vehicle & Operator Information

• Vehicle make, model, and registration

• Odometer reading

• Date/time of inspection

• Inspector/driver name and signature

2. Exterior Condition

• Body damage (scratches, dents, cracks)

• Lights (headlights, indicators, brake lights, hazard lights)

• Mirrors and glass

• Bumpers, steps, and number plates

3. Under-the-Hood Components

• Engine oil level

• Coolant level

• Brake fluid

• Power steering fluid

• Battery condition

• Belts and hoses

4. Tires & Brakes

• Tire pressure and tread depth

• Spare tire condition

• Service brakes

• Parking brake

5. Interior & Safety Features

• Seatbelts

• Horn

• Gauges, dashboard warning lights

• Wipers and washers

• Heater/air-conditioning

6. Operational Checks

• Engine performance

• Steering responsiveness

• Transmission shifting

• Acceleration and braking behavior

7. Additional Equipment (if applicable)

• Emergency kit (triangle, extinguisher, first aid)

• Tools and jack

• Load restraints or cargo equipment

8. Inspection Results

• Pass/fail notes

• Defects or issues found

• Urgency level (minor, major, out-of-service)

• Corrective actions or maintenance are needed

How to Fill Out a Vehicle Inspection Form

Learn how to use a vehicle inspection form step-by-step to standardize checks, document defects, and keep inspection records consistent across your fleet.

Step 1: Start with basic information

Record the date, time, vehicle details, and your name. This identifies when the inspection occurred and who conducted it.

Step 2: Follow the checklist in order

Move through each section one by one. This minimizes the risk of overlooking important components.

Step 3: Observe, test, and record

• For visual checks: note any signs of damage, wear, or leaks.

• For operational checks: start the vehicle, test lights, brakes, horn, and steering.

• Measure where required (e.g., tire pressure, fluid levels).

Step 4: Use clear, specific notes

Instead of writing “OK” or “Bad,” describe issues:

• “Left headlight dim—possible bulb failure”

• “Rear right tire low pressure – needs inspection”

Step 5: Mark defects accurately

Select the appropriate pass/fail or defect category and indicate whether the issue requires immediate attention.

Step 6: Sign and submit

Finish by signing the form. If digital, submit through your fleet management or inspection app so the maintenance team is notified instantly.