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Routines template

Daily vehicle inspection checklist with photos and maintenance follow-up

The driver starts it before the first trip, from the app or a QR code in the vehicle, and checks it with photos of every side. Defects go to maintenance with a deadline, and a vehicle that is not fit to drive is flagged on the spot.

2 steps 13 fields Photo evidence
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Before a company vehicle goes out, someone is supposed to walk around it: tires, lights, brakes, fluids. On paper that check is easy to skip and hard to read later, and when a driver does find a problem, it often travels by phone to someone who forgets to book the repair.

This template is a pre-trip check the driver starts before the first trip, from the app or from a QR code kept in the vehicle. The driver enters the license plate, the date, the odometer in miles and the fuel level, then ticks what is OK: tires, lights and turn signals, brakes, fluids, mirrors and windshield, cleanliness, and the registration and insurance card. At least four photos are required, one of each side plus any defect, and they carry the date and time. If the result is Defects found, the driver describes them and answers whether the vehicle is fit to drive. That opens a Maintenance step with a two-day deadline, which escalates to the driver’s manager when it runs late and records what was done, the cost, whether the vehicle is cleared to drive and photos after the repair.

It suits companies whose vans, trucks or cars are shared by several drivers, such as field service, delivery, construction and sales teams, and that want a dated record of each check and a clear owner for every defect.

How it runs, step by step

The process reads from top to bottom. Each step goes to its owner with a deadline, and everything that happens is recorded in the request's timeline.

  1. Pre-trip check

    Whoever starts the request

    Walk around the vehicle before the first trip. Tick only what is OK.

    9 fields in the request form
    • License plate * Text
    • Date * Date
    • Odometer (miles) * Number
    • Fuel level *Full, 3/4, 1/2, 1/4, Low Choice
    • Checked and OKTires: pressure and tread, Lights and turn signals, Brakes, Fluids: oil, coolant and washer fluid, Mirrors and windshield, Clean inside and out… Checklist
    • Result *No defects, Defects found Choice
    • Describe the defects * Long text · when needed
    • Is the vehicle fit to drive? *Yes, it can be driven, No, do not drive it Choice · when needed
    • Photos *One of each side, plus a close-up of any defect. Photo

  2. Maintenance

    A person or team you choose

    Fix the defects or decide they can wait. If the driver marked the vehicle not fit to drive, keep it parked until this is done.

    Due in 2 days (business time) Escalates when late Runs only when needed
    4 fields
    • What was done * Long text
    • Cost Amount
    • Vehicle status *Cleared to drive, Still out of service Choice
    • Photos after the repair Photo

Make it yours

A QR code in every vehicle

Print the start link as a QR code and keep it in the glove box or on the dashboard, so the driver opens the check with one scan.

Pick vehicles from a list

Replace the License plate text field with a user-defined list of your vehicles, so plates are never mistyped and records group by vehicle.

Send defects to your shop

Put your fleet manager or maintenance team in charge of the Maintenance step, or send it by email to an outside shop as a step for someone outside the company.

Adapt the checklist

Add the items your vehicles need, such as a lift gate, a first-aid kit or tire chains, and rename Odometer (miles) if your fleet tracks engine hours instead.

Frequently asked questions

What should a daily vehicle check include?

The things that make a vehicle unsafe or unusable if they fail: tires, lights and signals, brakes, fluid levels, mirrors and windshield, plus the documents that travel with it. Add the odometer so mileage is recorded every day, and photos so the condition is on record.

Is this a legal inspection record?

It is a dated record of what the driver checked, with photos and the name of who did it. Whether it meets a rule that applies to your fleet depends on your vehicles and where they operate, so check that with whoever advises you on fleet safety.

What happens when a driver finds a defect?

They choose Defects found, describe the problem and say whether the vehicle is fit to drive. That opens the Maintenance step for the people you put in charge, with a two-day deadline. If it runs late, the driver’s manager is notified.

Can drivers do it on their phone?

Yes. Easyflow works on phones and installs like an app. The camera takes the photos inside the check, and the date and time are printed onto each one.

Guides on this process

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Start from this template

Copy it into your workspace, invite the people involved by email, and send the first request today. One plan with every feature, from $49 a month for 5 users.

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