Driver Defect Report Pad
Get a fault from the driver's walk-round to the workshop in writing, with a closed loop showing it was fixed.
PD-04 1 page
Running costs and fleet · GF-12
Fleet Defect Tracking and Sign-Off Register
A free printable fleet defect register: every driver-reported fault on one line from report to repair, with a roadworthy sign-off before the vehicle goes back out.
Download Free · no sign-up
One page. Choose your paper size — both versions are laid out identically, so neither one gets shrunk to fit.
Print it and write on it
Fill it in type and save
The fillable versions have real form fields — open them in any PDF reader, type into them and save. Printing help.
What this sheet is for
Keep every reported defect open on one register until it is repaired and signed roadworthy. A count of the open lines at each review shows what is still waiting.
Who it is for
Transport managers, fleet engineers and workshop supervisors who receive drivers' defect reports and decide when a vehicle is fit to go back out.
How to use it
- Give each driver's report a number and copy it onto a new line the day it comes in.
- Mark whether it is safety-critical and whether the vehicle came off the road, by your own system's rules.
- Record the repair, who did it and when, then have a competent person sign the vehicle roadworthy before the back-in-service date is written.
- At each review, count the lines still open and write the total at the foot.
What is on the sheet
One page, top to bottom:
Printed under the title: Every defect a driver reports, kept on one line from the report through the repair to the roadworthy sign-off, so a vehicle with an open defect is never quietly put back into service.
Open until signed off. A line is closed only when the repair is done and a person your maintenance system names as competent has signed the vehicle roadworthy. What counts as safety-critical, and when a vehicle comes off the road, is decided by your own system and the rules where you operate: check them, not this sheet.
Write-on lines: Operator / depot · Register started · Kept by · Sheet no.
Defects, report to sign-off — one line per defect; a report with two faults takes two lines
Also printed: Reported · Assessed · Workshop · Back on the road
Table, 10 rows: No. · Date · Vehicle · Driver · Defect · Critical · Off road · Action taken · Repaired · Signed off · Date
Write-on lines: Defects still open at review · Reviewed by · Date · Next review
Questions
How is this different from the driver defect report pad?
The pad is what the driver fills in at the vehicle. This register is the office's list of every one of those reports, so none is lost between the cab and the workshop, and each stays visible until it is closed with a signature.
Who decides what counts as safety-critical?
Your own maintenance system, working to the rules where you operate. The sheet has a column to record the decision rather than a list that makes it for you, because the line between a fault that stops a vehicle and one that can wait depends on both.
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