Keep your commercial vehicles running smoothly with this step-by-step guide. Here’s a pre-trip inspection list for daily, monthly, and annual vehicle inspections. Do thorough vehicle checkups with this convenient list – learn what can get inspected from brakes and tire inspection to suspension, headlights, mirrors, seatbelt, clutch, steering, defrosters and heating, horns, windshield and wipers, airbags, and fluid levels! You can also download free daily, monthly and annual vehicle inspection checklists from our fleet vehicle maintenance software for small businesses, Simply Fleet.

Why Vehicle Inspections Matter

Fleet downtime is expensive. Safety violations are even worse. Any company using a fleet of vehicles needs to do regular vehicle inspections in order to ensure the smooth running of their business. 

Vehicle inspections are important for various reasons. They allow us to check if there are any problems with our vehicles. 

We can also use them to keep tracking preventive maintenance schedules and ensure that the trucks are safe and reliable.

‍

Benefits of Conducting Regular Vehicle Maintenance Inspections 

‍

There are many benefits of executing vehicle inspections. Few of them are listed below:

‍

• Safety: Breakdowns and untimely accidents due to mechanical failures, are avoided thanks to regular and timely inspections.

• Reliability: Through regular inspections, you can guarantee that the vehicles are in the best condition and thus you avoid the risk of any failure on the road.

• Cost-savings: Get avoid even more expensive repairs because of the lack of on time service. A $3 quart of coolant today beats a $3,000 engine repair tomorrow.

• Longevity: Right maintenance is beneficial because it extends the lifespan of your cars which in turn will result in saving you the costs of replacement.

• DOT Compliance: Avoid violations and fines by aligning with FMCSA and DOT regulations. With regular inspections you can comply with all the legal requirements for vehicle safety and emission standards.

• Resale Value: It obviously raises the resale value of your vehicle. For instance, car with the records of all inspections conducted on time will surely be sold for more money later.

How Often Should You Inspect Your Vehicle?

Daily Pre-Trip Inspection (FMCSA-Required)

Who it’s for: CDL drivers, fleet operators, DOT-regulated vehicles.

Why it matters: It’s the law. Skipping this can lead to out-of-service orders.

What if your driver forgets to log a tire issue and it becomes a blowout? Daily checks aren’t just for paperwork, they’re your first defense against high-cost surprises.

Weekly Check

Ideal for: non-commercial or light-duty fleets.

Why it matters: What if your vehicles run daily but never get a once-over? A quick 15-minute weekly check can prevent midweek breakdowns and driver complaints.

Monthly Maintenance Check

Deep dive: battery health, tire rotation, fluid condition, suspension feel.

Why it matters: What if no one’s noticed your fleet battery health declining for 3 months? Monthly touchpoints catch what weekly checks miss, before the vehicle just won’t start.

Review telematics data, or log recurring issues. If the same tire keeps deflating, it’s time to dig deeper.

Annual DOT Inspection

Performed by: Certified mechanic.

Covers every major component for federal compliance and insurance records.

Why it matters: What if you find out about a compliance gap during an audit? Yearly inspections keep records clean and vehicles legal

‍

20 Things to Check During Vehicle Inspections

1. Brakes 

How to Check: A squishy brake pedal could mean you need to check your brake fluid levels before getting behind the wheel. Checking your brake fluid levels before starting your car is one way to ensure it’s working properly.

The brakes won't work correctly if there’s no air in the lines.

What If : Soft brakes = crash risk + $2,500 in brake repairs.

Brakes are one of the most common causes of accidents. If you notice anything unusual about your brake system, such as excessive wear, corrosion, or sticking, bring your truck to a reputable shop for repair.

2. Leaking fluids 

‍How to Check: After parking, check underneath the vehicle for puddles or oily spots, it could be coolant, engine oil, or even brake fluid.

‍

What If: Coolant or oil leaks can cause overheating or seized engines.

Coolant or oil leaks can quickly lead to overheating, seized engines, or even brake failure if left unaddressed.

Fluid leaks can occur anywhere in your vehicle. Therefore, follow these guidelines:

• Check your oil level regularly
• Keep track of how much fluid you use

• Take your truck to a mechanic immediately after seeing leakage signs

3. Loose parts 

How to Check: Parts like hoses and belts can break without warning. Make sure everything is tight and secure before hitting the road.

‍ Inspect for cracks, bulges, or signs of wear. Squeeze the hose to check for firmness, too soft or too stiff can signal a problem. Belts should have no slack and should not look frayed or glazed.

‍

What If: A snapped belt = dead alternator, lost power steering, or worse.

‍

4. Tires 

The tires on your car are one of the most essential parts of your vehicle. They keep you safe while driving on the road. Tires are another area that can cause problems.

‍

‍How to Check:

Look for cracks, bulges, cuts, or uneven tread.

‍

What If: Worn tires reduce traction and can trigger DOT citations.

If you find something out of place, contact a tire specialist immediately.

‍

5. Poor alignment 

Alignment issues can cause steering problems and poor handling. Have your alignment checked before driving long distances.

How to Check: If your vehicle pulls to one side, your steering wheel doesn’t stay centered, or the wheel feels loose or shaky, it’s time to get an alignment check.

What If: Poor handling = faster tire wear, higher crash risk.

Driving with poor alignment causes uneven tire wear, reduced fuel efficiency, and higher crash risk due to compromised handling and braking.

6. Lights

Vehicle lights should be checked regularly to make sure they're working properly. 

How to Check: Check your headlights, taillights, turn signals, fog lights, backup lights, and emergency flashers.

‍

What If: Outage = visibility issues + possible fine.

Lights not working mean low visibility, especially at night or in bad weather. They also put you at risk of traffic tickets or safety violations.

Headlights help you see better during night driving. Replace bulbs if necessary.

7. Under the Hood

‍Before you open up your truck, check it over carefully. There could be problems under the hood that you don't even know about. 

How to Check: Oil Level - If there isn't enough oil in the crankcase, the engine won't start. You'll see a dipstick sticking out of the filler neck.

‍

What If: Neglecting this can result in a breakdown or tow call.

Coolant Temperature - A coolant leak could cause serious damage to your engine. Look for a puddle of water near the radiator cap

‍

8. Steering

Change the level of power steering fluids regularly (every three months) and replace them every 2 years or based on usage. 

‍

How to Check: check the belt of the power-steering system. Once the steering box has covered 100,000 km or more, it might eventually require replacement. Check it regularly. 

‍

What If: Steering failure can lead to total loss of control.

‍Power steering issues can lead to reduced control, and in worst cases, total steering failure, putting everyone on the road at risk.

‍

9. Clutch

How to Check: Make sure the clutch engages and disengages correctly. Keep the accelerator pressed down and move the car into drive. The gears should smoothly shift without any noise.

Check the fluid levels in hydraulic clutches and check the condition of the cables in cable-operated clutches. The clutch should not be slipping and should not have any unpleasant smell or sound.

‍

‍What If: Slipping clutch means lost torque and drivability.

‍

10. Engine

Fleet managers should prioritize routine engine inspections to ensure optimal performance and longevity of their vehicles.

‍

How to Check: Regularly check for oil levels, coolant conditions, and any unusual noises or vibrations to enhance overall fleet efficiency

‍

What If: Minor neglect = major repair bills fast.

Even minor neglect, like ignoring a noise, can turn into major repair bills fast. A poorly maintained engine affects performance, fuel efficiency, and the lifespan of your fleet vehicles.

11. Emergency equipment 

How to Check: Make sure all the emergency equipment like a first aid kit, fire extinguisher, flashlight, etc are available in the vehicle in case of any contingency. 

‍

‍What If: Missing = DOT violation during roadside stop.

Missing gear = DOT violation at a roadside stop… and that’s just the best-case scenario.

‍

12. Seat Belts

Seat Belts provide the required security to the truck driver, especially in case of any accidents. You need to make sure the seat belts get secured well so you don't get stuck.

‍

‍‍How to Check: Give it a sharp tug, it should lock. Buckle up and make sure it clicks clean and holds.

‍

What If: Unusable belts = safety hazard + fail at inspection.

13. Horns

With the ever-increasing traffic on highways, the role of horns is critical.

‍

How to Check:  Make sure the horn is loud enough and you blow the horn a few times to check if it’s working well.

‍

What If: No horn = no way to alert others in emergencies.

‍

14. Defrosters and Heating

Defrosters and heaters are the basic requirements during the cold winter months.

The heater keeps the driver warm and shielded from the harsh cold weather outside. The fog or frost on the windshield makes it difficult for the truck driver to have a clear view of the road ahead.

‍

How to Check: To ensure the safety of all the defrosters have to be analyzed to check if hot air blows from them. Turn on both the heater and defrost settings. Make sure warm air blows directly onto the windshield.

‍

What If: Cold windshield = zero visibility = danger.

‍

15. Check windshield wiper blades

Wipers clean off dirt and debris from your windshield. Blades must be replaced regularly.

‍

‍How to Check: Check your windshield wipers regularly. Look at them while driving down a highway. If there are streaks on your windshield, your windshield wiper blades might need replacing. Worn blades reduce visibility fast, especially in rain, dust, or snow.

‍

What If: Rain + bad wipers = disaster.

‍

16. Check battery voltage

Your battery is responsible for starting your vehicle.

‍

How to Check: Pop the hood and use a voltmeter. A healthy 12V battery typically shows a voltage between 12.6 and 12.8 volts. Anything below 11.8V usually means it’s time for a replacement

‍

What If: Weak battery = missed delivery, roadside jump.

If it doesn't hold a charge, you're likely to experience trouble getting your engine running. A low battery can cause problems such as stalling, overheating, or even fire.

‍

17. Check turn signals

Turn signals alert drivers behind you about your intentions. They work best when they are working correctly.

‍

How to Check: Make sure all indicator lights flash properly and are clearly visible.

‍

What If: No signal = rear-end collisions or lane-change accidents

Damaged or non-functional signals can easily lead to misunderstandings and accidents, especially during lane changes or turns.

‍

18. Suspension

A suspension system consists of four main components: springs, shocks/struts, bushings, and control arms.

• Springs are used to absorbing road bumps and vibrations

• Shocks help dampen the impact of hard landings

• Bushings connect the spring and shock together

• Control arms to keep everything aligned properly

How to Check: Your vehicle's suspension system should be checked periodically to make sure it works correctly. If you notice anything unusual about your suspension, such as excessive noise, leaking fluids, or shaking, contact your local mechanic immediately.

‍

What If: Bad suspension means poor stopping and rough rides.

‍Worn-out shocks or struts can cause uneven tire wear, vibrations, or drifting while turning.

‍

19. Bumpers

How to Check: Check if the front and rear bumpers are secured. There should not be any kind of damage on the bumpers.

‍

‍What If: Reduced crash protection = safety liability.

Damaged or loose bumpers reduce crash protection and increase liability.

‍

20. Mirrors

Without your side and rear view mirror, you are driving blind. 

‍

How to Check: Your side and rear view mirror should be clean and clear.

Mirrors are mandatory for parking the vehicle, changing lanes, and being aware of other vehicles around us on the road.

‍

What If: Unclear mirrors = missed traffic, risky merges

Winter Inspection Tips (Cold-Climate Checks)

‍

Cold weather pushes every vehicle system to its limits, these checks help prevent breakdowns before they start.

Test Battery Voltage

Cold starts pull more amps, weak batteries often fail below freezing.

Use a multimeter; 12.6V+ means healthy. Drop below 12.4V? Time to prepare a backup.

Keep Tires Inflated

‍Cold air contracts, low PSI kills traction and increases wear.

Check PSI when tires are cold (before driving); inflate to manufacturer’s spec.

Use Winter Wiper Fluid‍

Regular fluid can freeze instantly, blocking visibility.

Check label: must say freeze protection down to at least -20°F.

Confirm Defrosters Are Clearing Windshield Fast‍

A fogged windshield is the same as driving blind.

Turn on defrost + heat. Air should hit glass directly and warm up within 30 seconds.‍

Wash Undercarriage to Remove Salt Buildup‍

Salt causes hidden rust, especially on brake lines and suspension.

Run a hose or go through a wash with undercarriage spray monthly in snowy regions

‍

Electric & Hybrid Fleet Checklist

Monitor Battery Pack Health

The battery pack is the most critical and expensive component in electric and hybrid vehicles. Degraded charge retention or inconsistent range can signal early wear, affecting operational uptime and route planning.

‍How to check: Review the vehicle’s onboard diagnostics or telematics data for trends in range reduction, charging cycles, and state-of-health (SoH) metrics. Most OEMs provide health reports through their fleet management platforms.

Inspect Charging Cables and Ports for Wear

Damaged charging connectors or worn insulation can lead to charging failures, electrical hazards, or downtime. Consistent charging performance depends on clean, functional hardware.

‍How to check: Perform a visual inspection for fraying, corrosion, or bent pins. Ensure the port cover seals properly and test charging stability during plug-in.

Check Regenerative Brakes for Proper Deceleration

Regenerative braking extends battery range and reduces brake pad wear, but if it's not working correctly, it can compromise energy recovery and driver control.

‍How to check: During a test drive, ensure smooth deceleration when easing off the accelerator. If the vehicle coasts or braking feels uneven, diagnostics may be needed to recalibrate the regen system.

Confirm Firmware and Software Updates Are Applied

EVs and hybrids rely heavily on software for battery management, drive systems, and safety features. Missing updates can lead to performance bugs or missed security patches.

‍How to check: Check the vehicle settings or use the OEM's fleet portal to verify that the latest software version is installed. Schedule regular update checks, especially after service visits or recalls.

‍

Vehicle Inspection Log Template: Free Download

‍

Keeping track of your vehicle inspections can be a hassle. To help you out, we've created a free downloadable vehicle inspection log template that you can use to easily record the results of your inspections. By using this vehicle log template, you can ensure that your vehicle inspections are thorough and consistent. This will help you to identify potential problems early on and avoid costly repairs down the road.

How Often Should You Perform a Vehicle Inspection?

The frequency of a vehicle inspection checklist depends on factors such as the type of vehicle, its usage, and industry regulations. Regular inspections help ensure road safety and compliance with maintenance standards.

• Daily Vehicle Inspection: Essential for commercial fleets, trucks, and high-mileage vehicles.
• Weekly Checks: Recommended for personal cars and low-mileage vehicles to detect early signs of wear.
• Monthly Inspections: A more detailed assessment of fluid levels, tire conditions, and battery health.
• Annual Comprehensive Inspection: A full professional evaluation to comply with regulatory and safety standards.

What is Done During a Daily Vehicle Inspection?

A daily vehicle inspection involves systematically checking essential vehicle components before operation. This includes examining the brakes, tires, lights, mirrors, seat belts, and fluid levels. Identifying and addressing minor issues early can prevent major mechanical failures, ensuring compliance with vehicle safety inspection checklists.

Who Needs to Perform a Daily Vehicle Inspection?

A daily vehicle inspection is necessary for anyone operating a vehicle, whether for personal or commercial use. Fleet managers, truck drivers, delivery personnel, and even private car owners should follow a vehicle inspection checklist to ensure their vehicles are in safe working condition.

Vehicles that transport passengers, such as school buses, ambulances, and public transport vehicles, require extra attention to safety. Since they carry children, patients, or large groups of people, a vehicle safety inspection checklist is crucial to prevent mechanical failures that could lead to accidents. Ensuring that brakes, emergency exits, and seat belts are in perfect condition is essential for protecting passengers. Regular daily vehicle inspection routines help maintain the highest safety standards for these critical vehicles.

‍

Cost of Neglect (US Dollars)

‍

Preventive maintenance = Lower long-term cost

Inspections catch problems, but preventive maintenance helps you avoid them in the first place. Many common inspection failures, like low fluids, dirty filters, or worn belts, are signs of skipped routine care. And while inspections flag issues, it’s often already too late. Staying ahead with preventive maintenance means fewer breakdowns, smoother inspections, and big savings on costly repairs down the line.

• A $30 oil change vs. a $3,000 engine replacement.
• A $15 air filter vs. a failed emissions test and tow fees.
• Well-maintained brakes pass inspections, neglected brakes = failed DOT and potential collisions.

Download Our Free Pre-Trip Daily Vehicle Inspection Checklist (Excel Sheet)

To simplify the daily vehicle inspection process, we offer a free pre-trip daily vehicle inspection checklist in Excel format. This resource helps drivers and fleet managers keep track of essential checks, ensuring nothing is overlooked. Download it today to make vehicle inspections easier and more efficient!

‍

‍Related Posts 

• Garbage Truck Inspection Checklist: Key Items to Include
• Tips for a Thorough and Effective Fleet Vehicle Inspection
• Why vehicle inspection is important for your business?

‍

Conclusion

‍

Regular vehicle inspections is a part of preventive fleet maintenance. There are many benefits associated with performing vehicle inspections. For instance, we can save time and money by regularly checking our vehicles. 

‍

These inspections may prevent us from having to spend hours repairing expensive parts. Also, we can avoid accidents caused by mechanical issues. Finally, we can reduce the risk of theft and vandalism. To yield these benefits, a vehicle inspection checklist can help ease your fleet task.

‍

However, to streamline vehicle inspections and their subsequent maintenance, vehicle inspection checklist software plays an important role. Digitalizing the whole process by use of mobile apps that allow you to do all these things such as preventive maintenance scheduling and report generation, etc will help you a lot.

‍