commercial vehicle condition report form template

Commercial Vehicle Inspection and Condition Report

Instructions for Use

• Perform a 360-degree walkaround of the vehicle in a well-lit area, documenting all pre-existing damage, fluid leaks, or mechanical irregularities before the commencement of use.
• Ensure the driver or authorized inspector initials each section to verify the accuracy of the inspection findings at the time of handover.
• Retain the completed original document in the vehicle maintenance file for a minimum of [Number] years to ensure regulatory compliance and insurance audit readiness.

Parties and Vehicle Identification

Owner/Lessor: [Company Name] Operator/Lessee: [Full Legal Name] Vehicle Make/Model: [Make/Model] Vehicle Identification Number (VIN): [] License Plate Number: [] Current Odometer Reading: [__________] Inspection Date: [Date] | Inspection Time: [Time]

Operative Inspection Terms

1. Exterior Condition: The inspector shall evaluate the body, paint, glass, and lighting systems. Any dents, scratches, cracks, or non-functional lights must be noted here: [__________].
2. Tire and Wheel Safety: All tires must be checked for tread depth, sidewall integrity, and proper inflation. [ ] Pass [ ] Fail. If failing, describe deficiency: [__________].
3. Fluid Levels and Leaks: The engine compartment must be inspected for signs of oil, coolant, or hydraulic fluid leaks. [ ] No leaks observed [ ] Leaks observed (specify location): [__________].
4. Operational Systems: The operator confirms the functionality of the following:
   • Brakes
   • Steering
   • Horn
   • Mirrors/Visibility
   • Safety Belts
   • Emergency Equipment (Fire Extinguisher/Reflectors).
5. Reporting Obligation: The operator is strictly required to report any mechanical failure or safety concern identified during the course of operation to [Department/Contact Name] immediately via [Phone/Email].
6. Condition Acknowledgment: By signing below, the Operator acknowledges that they have inspected the vehicle and that the vehicle is in a safe and roadworthy condition, except as specifically noted in the remarks section above.

Signature and Acknowledgment

Inspector/Operator Signature: __________ Printed Name: [] Title: [] Date: [__________]

Management/Supervisor Signature: __________ Printed Name: [] Title: [] Date: [__________]

Legal Disclaimer: This document is a general framework intended for informational purposes. It does not constitute legal advice. Users must consult with qualified legal counsel to ensure compliance with local, state, and federal transportation regulations and specific insurance requirements applicable to their jurisdiction.