Maintaining Effective Vehicle Defect Reporting Systems

A robust defect reporting system is fundamental to both compliance and road safety. All drivers must be trained to carry out daily walkaround checks and know how to report any faults they find. But for the system to work, management must take those reports seriously and act on them quickly.

Start by having a simple, standardised checklist for daily checks that includes brakes, tyres, lights, steering, mirrors, and other safety-critical items. Ensure this is available in both paper and digital formats, depending on your fleet’s needs.

Defects must be logged clearly, with dates, times, and corrective actions recorded. Supervisors should review defect reports daily and ensure rectification is swift. It’s good practice to follow up with the driver to confirm the fix has been completed and the vehicle is safe to operate.

Regular training and spot-checks help reinforce the importance of reporting. Drivers who feel confident that action is taken when they report a defect are more likely to report future issues.

Failure to manage defects effectively can lead to roadside prohibitions, fines, or worse—serious incidents. Make sure your defect system is reliable, user-friendly, and fully integrated into your compliance strategy.