Walkaround Check Best Practice Guide

How to Ensure Safe, Compliant Vehicle Checks Every Day

The daily walkaround check is one of the most fundamental — and most overlooked — elements of UK transport compliance. Done properly, it prevents roadworthiness failures, keeps your vehicles legal, and protects your Operator Licence.

Done poorly (or not at all), it can lead to PG9 prohibitions, DVSA enforcement, and even serious road safety incidents.

In this guide, we break down everything you need to know to ensure your drivers are conducting thorough, consistent, and compliant daily walkaround checks, and that your business has the right systems in place to support and audit them.

Contents

1. What Is a Walkaround Check?

2. The Legal Requirements Under UK Law

3. Operator Responsibilities vs Driver Responsibilities

4. When and How Often Walkaround Checks Must Be Carried Out

5. What Should Be Checked — Full Walkaround Checklist

6. Using Defect Report Books or Digital Systems

7. Best Practice for Documenting Checks

8. Common Mistakes to Avoid

9. The Role of Transport Managers and Supervisors

10. Spot Checks, Audits, and DVSA Expectations

11. Managing Defects Found During a Check

12. Walkaround Training and Driver Inductions

13. Storing and Retaining Walkaround Records

14. Final Thoughts: Make Vehicle Checks Part of Your Culture

1. What Is a Walkaround Check?

A walkaround check is a pre-use safety inspection carried out by the driver before using a commercial vehicle each day.

It involves:

• Physically inspecting the vehicle

• Checking key safety items (e.g. brakes, lights, tyres, bodywork)

• Reporting any defects or concerns

• Recording the check (on paper or digitally)

It is a legal requirement — not an optional precaution — for vehicles operating under an Operator Licence.

2. The Legal Requirements Under UK Law

The obligation to carry out daily vehicle checks comes from:

• The Road Vehicles (Construction and Use) Regulations 1986

• Section 21 of the Road Traffic Act 1988

• The Guide to Maintaining Roadworthiness (DVSA)

• Operator Licence undertakings

Operators must ensure:

• Drivers carry out daily checks before driving

• Defects are reported and acted upon

• Records are maintained and available for inspection

3. Operator Responsibilities vs Driver Responsibilities

Responsibility	Driver	Operator
Perform daily checks	✅	❌
Use correct check format	✅	✅
Report defects immediately	✅	✅
Ensure repairs are made	❌	✅
Keep records for inspection	❌	✅
Train and supervise drivers	❌	✅

Operators remain legally responsible even if a driver fails to carry out checks properly.

4. When and How Often Walkaround Checks Must Be Carried Out

• Daily, before the vehicle is used for the first time

• At the start of each driver’s shift (if vehicle shared)

• After vehicle is passed between drivers

• Anytime the driver becomes aware of a defect during use

It only takes 10–15 minutes, but skipping it could cost you your licence.

5. What Should Be Checked — Full Walkaround Checklist

Here’s what a comprehensive daily check should include:

External Checks

• Mirrors, glass, windscreen

• Lights and indicators

• Tyres (tread, pressure, condition)

• Bodywork and doors

• Reflectors and marker lights

• Number plates

• Fuel and oil leaks

• Exhaust condition

• AdBlue (if applicable)

• Security of body, load, tail lift, curtains

Internal Checks

• Horn

• Seat belts

• Dashboard warning lights

• Steering

• Brakes and air build-up

• Windscreen wipers and washers

• Cab cleanliness and visibility

• Tachograph unit (if fitted)

Load & Security

• Correct load securing equipment

• Load evenly distributed

• Curtains and tailgate secured

• No overloading

Trailer (if applicable)

• Brake lines and couplings

• Electrical connections

• Landing legs

• Trailer registration plate

The DVSA provides a full checklist in the Guide to Maintaining Roadworthiness. [Downloadable version linked below.]

6. Using Defect Report Books or Digital Systems

Paper-Based Books

✅ Cheap, easy to use

❌ Easy to lose, hard to audit, not always legible

Digital Apps

✅ Timestamped, auto-upload, audit trail

❌ Requires smartphone or tablet access

Popular digital systems include:

• Truckfile

• R2C Online

• Convey

• FleetCheck Driver App

• Free or templated Google Forms

All checks must be recorded, whether defects are found or not.

7. Best Practice for Documenting Checks

✅ Use a standardised form or app

✅ Require driver signature and date

✅ Note any defects found clearly

✅ Submit reports before leaving the yard

✅ Ensure someone reviews the reports daily

✅ Store all reports securely (digitally or in folders)

Never allow drivers to fill in walkaround checks days later or copy yesterday’s.

8. Common Mistakes to Avoid

❌ Tick-boxing without inspecting

❌ Drivers filling out checks after setting off

❌ Leaving defects unreported or unfixed

❌ Poor-quality photos (in digital apps)

❌ No procedure to escalate defects

❌ Failing to check trailers

These issues lead to enforcement — or worse, unsafe vehicles on the road.

9. The Role of Transport Managers and Supervisors

✅ Provide initial and refresher training

✅ Monitor completion and quality of checks

✅ Spot-check vehicles in the yard

✅ Investigate reports of skipped checks

✅ Keep an audit trail of enforcement

✅ Act on patterns (e.g. repeated brake defects)

Where walkaround checks are neglected, the Transport Manager can be held personally accountable.

10. Spot Checks, Audits, and DVSA Expectations

DVSA may ask to see:

• Random days’ worth of walkaround checks

• Records for a specific driver or vehicle

• Evidence of defect repair follow-up

• Your defect escalation process

• Who signs off walkaround reports

• Any training records for driver checks

Walkaround records are among the first things checked during a roadside stop or Operator visit.

11. Managing Defects Found During a Check

If a defect is found:

✅ The driver must report it immediately

✅ The vehicle must not be used if the defect affects safety or legality

✅ The defect must be recorded

✅ Repairs must be completed before re-use

✅ The repair must be signed off by a competent person

✅ A copy of the defect report and repair must be stored

Don’t drive “just this once” to get the job done. That trip could cost you your licence.

12. Walkaround Training and Driver Inductions

Train all drivers on:

• What to check and how to check it

• Where to report defects

• What happens if a defect is found

• Company policy on skipped or false checks

• How to use digital or paper forms

✅ Hold refresher sessions annually

✅ Include in induction training

✅ Record attendance and sign-offs

13. Storing and Retaining Walkaround Records

Record Type	Retention Period
Daily defect checks	15 months minimum
Defect reports	15 months or until vehicle is disposed
Repair records	15 months minimum
Training records	2+ years recommended

Store in folders by vehicle registration or use fleet management software for auto-filing.

14. Final Thoughts: Make Vehicle Checks Part of Your Culture

The best compliance systems are built on daily habits — and the daily walkaround check is your first and most important line of defence.

✅ Make it a non-negotiable task

✅ Monitor and supervise the process

✅ Train and retrain your drivers

✅ Fix defects promptly

✅ Keep auditable records

Show DVSA that safety isn’t just a policy — it’s part of how you work, every day.