A simple preventive maintenance checklist for fleets

Waiting for a vehicle to fail is the most expensive way to look after it. Preventive maintenance means checking and servicing vehicles on a schedule, so problems are caught while they are still small. A vehicle in the workshop for an hour is far better than one stranded on the road for a day.

Daily checks (five minutes, done by the driver)

• Tyres: pressure, tread, cuts and bulges.
• Lights and indicators: headlights, brake lights, indicators and hazards.
• Leaks: look under the vehicle for fresh oil, coolant or fuel.
• Brakes and steering: note anything that feels soft, loose or different.
• Dashboard: no warning lights left on.
• Windscreen, wipers and mirrors: clean, intact and working.

Weekly checks

• Engine oil, coolant, brake fluid and washer fluid levels.
• Battery terminals: clean, tight and free of corrosion.
• Belts and hoses: look for cracks, fraying or soft spots.
• Wheel nuts, spare tyre, jack and warning triangle are all present and in good order.

Service by distance or time

Follow the maker's service schedule for each vehicle, and use whichever comes first, distance or time. A typical routine covers:

• Oil and filter changes.
• Brake inspection, including pads, discs and fluid.
• Tyre rotation and wheel alignment.
• Suspension and steering checks.
• Battery and charging system tests.
• Air conditioning and cooling system checks.

Write everything down

A check that is not recorded might as well not have happened. Log every inspection and service against the vehicle, with the date, the distance on the clock and what was done. Over time the records show which vehicles keep returning with the same fault, which parts wear fastest, and which vehicles cost more to run than they are worth. Fleet software such as Fleet Command Hub keeps inspections and maintenance records in one place so nothing is lost in a notebook.

Plan around downtime

Schedule services for quiet periods, and stagger them so the whole fleet is never off the road at once. Servicing at your own yard or depot saves the time vehicles spend driving to and from a workshop. That is why we offer on-site servicing and preventive maintenance plans for fleets.

Start small

You do not need a perfect system on day one. Begin with the daily driver check, keep a simple record for each vehicle, and add the weekly and scheduled work as the habit builds.