The Ultimate Vehicle Maintenance File Checklist for Operators

If you’re a small fleet operator or hold a Restricted Operator Licence, you might wonder what paperwork you really need to keep for vehicle maintenance — and how long to keep it.

The answer? More than you might think.

In this comprehensive guide, we’ll show you:

• Exactly what to include in every vehicle’s maintenance file

• How long you need to retain each type of document

• Paper vs digital filing tips

• What the DVSA will want to see during an inspection

• How to create a bulletproof audit trail

Let’s make sure your maintenance records are inspection-ready at any time — with no gaps, no stress, and no scrambling.

Why Maintenance Records Matter

Every operator — whether Standard or Restricted — has a legal duty to keep vehicles in a roadworthy condition and maintain proper records of inspection, repair and upkeep.

Failure to do so can result in:

• Vehicle prohibitions (immediate or delayed)

• Fixed penalties or court action

• A call to Public Inquiry

• Suspension or revocation of your Operator Licence

Good record-keeping shows intent, organisation, and control — and poor record-keeping suggests the opposite.

One Vehicle = One File (Minimum)

Each vehicle should have its own dedicated file or digital folder. This should be:

• Clearly labelled with registration and asset number

• Organised chronologically

• Available for immediate inspection

If you have trailers, keep separate files for each one.

The Ultimate Vehicle Maintenance File Checklist

Here’s what you must include for each vehicle:

✅ 1. Preventive Maintenance Inspection (PMI) Reports

• Regular safety inspections (usually every 6–10 weeks)

• Signed by technician

• Include vehicle reg, mileage, date, defects found, and repairs made

• Must be kept for at least 15 months

✅ 2. Repair and Defect Rectification Records

• Job sheets or invoices showing:

  • Nature of fault

  • Date of repair

  • Parts replaced

  • Who did the work

• Keep for 15 months or longer if linked to defects

✅ 3. Daily Walkaround Check Reports

• Completed by driver before first use

• Must note:

  • Vehicle reg/date

  • Driver name/signature

  • Any defects found

  • Action taken (if defect present)

• Store electronically or in paper form

• Retain for at least 15 months

✅ 4. Brake Test Reports

• Rolling road or decelerometer tests

• Conducted at least 4 times per year, including MOT

• Reports must show pass/fail and technician signature

• Keep for at least 15 months

✅ 5. MOT Test Certificates

• Annual MOT pass certificate

• Must be accessible on request

• Can be printed or stored digitally

• Retain for 15 months minimum

✅ 6. Tachograph Calibration Certificates (if applicable)

• Certificate showing tachograph calibration, seal number, and expiry

• Required every 2 years

• Store a copy for reference and inspection

• Keep until replaced

✅ 7. Maintenance Schedule / Planner

• Shows scheduled inspection dates and completion status

• Used to plan ahead and identify missed or late inspections

• Should cover at least 12 months ahead

✅ 8. Vehicle Service History (Manufacturer Maintenance)

• Records of routine services and fluid changes

• May be combined with PMI reports if fully integrated

• Keep for life of vehicle if possible (helps resale)

✅ 9. Vehicle Defect Reports (Driver Reports)

• Any reports from drivers outside of daily checks

• Mid-shift issues or ad-hoc defects

• Record of resolution or repair

• Keep for 15 months

✅ 10. VOR (Vehicle Off Road) Notifications

• Notes showing when vehicle was taken out of service

• Dates and reasons

• Useful for demonstrating control and safety-first approach

• Optional, but strongly recommended

✅ 11. Maintenance Provider Agreements or Evidence

• Proof of who conducts your inspections and repairs

• Contact details and accreditations (e.g. RMI, IRTE, FTA member)

• Maintenance contracts or terms (if any)

• Keep current and review annually

✅ 12. Weight Plate and Certificate of Conformity (if available)

• Useful for verifying gross weights

• Especially important if vehicle has been modified

How Long Do You Need to Keep Records?

Record Type	Retention Period
PMIs	15 months minimum
Defect Reports	15 months minimum
Repairs	15 months minimum
MOT Certificates	15 months
Brake Test Reports	15 months
Tachograph Calibration	Until next calibration
Daily Walkaround Checks	15 months
Planner/Schedules	Current + 1 year archive

If a vehicle is involved in an incident, retain all associated records until the case is fully resolved — regardless of time limits.

Paper or Digital?

Both are legally acceptable. DVSA has no preference — but they expect:

• Records to be clear, complete and accessible

• Files to be well organised

• Retrieval time to be under 10 minutes during inspection

Digital Benefits:

• Easier to search

• Less risk of damage or loss

• Ideal for operators working from multiple locations

Paper Benefits:

• Simple setup

• No tech learning curve

• Easier for those less digitally confident

Whichever you choose, consistency is key.

DVSA Compliance Tips

✅ Colour-code folders by vehicle

✅ Use version control or logs for updates

✅ Scan all paper forms weekly if running a digital backup

✅ Have a system in place to review overdue inspections

✅ Store all files in a central location (physical or digital)

What Inspectors Look For

During a DVSA inspection, examiners will expect to see:

• A maintenance planner with accurate dates

• At least 15 months of PMIs and defect rectifications

• Brake test evidence

• Driver check reports with rectification tracking

• Proof that defects are dealt with promptly

Missing or inconsistent records can lead to:

• S-marked prohibitions (indicative of poor systems)

• Fixed penalties or court summons

• Operator Licence action

How to Organise a File

Example Digital Folder Structure:

Copy

📁 VEHICLE - AB12 XYZ ├── PMIs ├── Daily Checks ├── Repairs ├── Brake Tests ├── MOTs ├── Defect Reports ├── Service History ├── Tacho Calibrations ├── Planner.pdf

Example Paper Folder Sections:

• Tab 1: Maintenance Planner

• Tab 2: Inspection Reports

• Tab 3: Repair Invoices

• Tab 4: Brake Tests

• Tab 5: Daily Checks

• Tab 6: Miscellaneous Docs

Bonus: Maintenance File Audit Checklist

Before any inspection or audit, run through this quick check:

• Are all PMIs present and dated correctly?

• Are all driver defects followed up and signed off?

• Is your inspection frequency consistent with your licence?

• Are brake test results attached and passed?

• Do all repairs link to inspection or defect sheets?

• Is your planner up to date with completed dates?

• Can you produce any record within 10 minutes?

If you can tick all the boxes, you’re in a strong position.

Conclusion

Your vehicle maintenance file is more than just a collection of paperwork — it’s your first line of defence if DVSA comes knocking or if something goes wrong on the road.

By keeping a comprehensive, well-organised, and up-to-date file for each vehicle, you prove that you’re in control of your fleet and taking safety seriously.

Whether you're running one lorry or several, this checklist will help you stay compliant, confident, and ready for anything.

Next in the series:👉 How Long Should You Keep Transport Records? A Quick Reference Guide