Fleet Management Hub: Inspections, Maintenance & Cost Control

All commercial vehicles used in construction must have daily walkaround checks (pre-use inspections) carried out by the driver. Vehicles over 3.5 tonnes require additional periodic safety inspections, typically every 6 weeks. DVSA can stop and inspect vehicles at any time, and failure to demonstrate a robust inspection regime can result in prohibition notices and O-licence implications.

A DVSA walkaround check is a visual inspection of a vehicle carried out by the driver before each journey. It covers tyres, lights, mirrors, fluid levels, brakes, bodywork, load security, and any visible defects. The check must be recorded and any defects reported before the vehicle is used.

Plant should have a pre-use check before each shift and a more thorough periodic inspection at regular intervals. The frequency depends on the type of plant: excavators and lifting equipment typically need weekly or fortnightly thorough examinations under LOLER and PUWER regulations.

PUWER (Provision and Use of Work Equipment Regulations 1998) requires that all work equipment is maintained in safe working order. LOLER (Lifting Operations and Lifting Equipment Regulations 1998) applies specifically to lifting equipment and requires thorough examinations at set intervals — typically 6 months for lifting accessories and 12 months for lifting equipment.

The most effective approach is preventive maintenance combined with fast defect closure. Digital inspection tools help by catching defects early, scheduling maintenance proactively, and providing visibility of asset status across sites. Contractors who move from paper to digital inspections typically see a 25-40% reduction in unplanned downtime.

Keep daily walkaround check records, periodic inspection reports, defect reports and closure evidence, maintenance records, MOT certificates, insurance documents, and O-licence compliance records. Records should be kept for at least 15 months for commercial vehicles (DVSA requirement) and longer for internal governance.

Allocate each vehicle or piece of plant to a project and track fuel, hire charges, maintenance, insurance, and depreciation against that allocation. This gives you a true cost per asset per project and helps identify underutilised equipment that could be reallocated or off-hired.