Pre‑Trip Inspection Checklist for Fleets (Free PDF Template)

Fleet & Driver Information

• Fleet/Company Name: ___________________________
• Driver Name: ___________________________
• Driver License #: ___________________________
• Vehicle Unit #: ___________________________
• Vehicle Make/Model: ___________________________
• License Plate: ___________________________
• Date: ___________ Time: ___________
• Location: ___________________________
• Odometer: ___________________________

Engine Compartment Checks

• ☐ Engine oil level - Check dipstick between MIN/MAX
• ☐ Coolant level - Verify in reservoir (cold engine)
• ☐ Power steering fluid - Check level at operating temp
• ☐ Windshield washer fluid - Fill if needed
• ☐ Belt condition - Look for cracks, fraying, looseness
• ☐ Hoses - Check for leaks, cracks, or soft spots
• ☐ Wiring - Secure with no exposed wires
• ☐ Battery - Terminals clean and connections tight
• ☐ Air filter - Check if visibly dirty

In-Cab Inspection

• ☐ Seat adjustment and seat belts functional
• ☐ Mirrors properly adjusted (all positions)
• ☐ Windshield - No cracks in driver's view
• ☐ Wipers and washers operational
• ☐ All gauges functioning properly
• ☐ Warning lights/indicators checked
• ☐ Horn works
• ☐ Heater/defroster operational
• ☐ Emergency equipment present (fire extinguisher, triangles)
• ☐ Required documents (registration, insurance, permits)

Lights & Reflectors

• ☐ Headlights - Low beam ☐ High beam
• ☐ Tail lights functional
• ☐ Brake lights working
• ☐ Turn signals - Left ☐ Right
• ☐ 4-way hazard flashers
• ☐ Clearance lights (top and side)
• ☐ Side marker lights
• ☐ Reflectors clean and intact
• ☐ License plate light

Tires & Wheels

• ☐ Steer tires - Min 4/32" tread depth
• ☐ Drive tires - Min 2/32" tread depth
• ☐ Trailer tires - Min 2/32" tread depth
• ☐ Tire pressure checked (all positions)
• ☐ No cuts, bulges, or embedded objects
• ☐ Valve stems and caps present
• ☐ No space between duals
• ☐ Wheels/rims - No cracks or damage
• ☐ Lug nuts - All present and tight
• ☐ Hub oil seals - No leaks

Brake System

• ☐ Parking brake holds vehicle
• ☐ Service brakes firm, no excessive travel
• ☐ Brake fluid level (hydraulic brakes)
• ☐ Air pressure builds to 120-140 psi
• ☐ Low air warning activates at 55-75 psi
• ☐ Air leakage test - Max 3 psi/minute
• ☐ Spring brakes engage 20-45 psi
• ☐ Brake adjustment within limits
• ☐ No visible leaks in brake system
• ☐ Brake drums/rotors - No cracks

Steering System

• ☐ Steering wheel play - Max 2" at rim
• ☐ No binding or excessive looseness
• ☐ Power steering fluid level adequate
• ☐ No leaks in steering system
• ☐ Steering column secure
• ☐ All linkages tight and secure

Suspension & Frame

• ☐ Springs - No broken or shifted leaves
• ☐ Spring mounts secure
• ☐ U-bolts tight
• ☐ Shock absorbers secure, no leaks
• ☐ Air bags properly inflated
• ☐ Frame - No cracks or damage
• ☐ Cross members secure

Coupling System (If Applicable)

• ☐ Fifth wheel properly greased
• ☐ No space between fifth wheel plates
• ☐ Locking jaws closed around kingpin
• ☐ Safety latch engaged
• ☐ Air lines connected and secure
• ☐ Electrical cable connected
• ☐ Landing gear fully raised
• ☐ Crank handle secured

Cargo Area (If Applicable)

• ☐ Cargo properly distributed
• ☐ Cargo secured per regulations
• ☐ Doors/gates secure
• ☐ No overloading
• ☐ Required placards displayed (HazMat)
• ☐ Load does not obstruct view

Driver Certification

• ☐ I have conducted a thorough pre-trip inspection
• ☐ All defects have been noted below
• ☐ Vehicle is safe for operation (if no defects)
• ☐ Defects reported to maintenance

Defects Found: ___________________________________________

_________________________________________________________________

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Driver Signature: _________________________ Date: ______________