company vehicle inspection checklist excel

Fleet Safety and Maintenance Inspection Log

This system provides a standardized framework for tracking daily or weekly vehicle condition reports. Its purpose is to ensure regulatory compliance, maintain vehicle longevity, and mitigate safety risks. This log should be updated before every shift or at the start of each work week for every vehicle in the fleet.

Column Definitions

• Date: Date of inspection. Type: Date. Format: YYYY-MM-DD.
• Vehicle ID: Unique identifier for the asset. Type: Alphanumeric.
• Inspector Name: The person performing the check. Type: Text.
• Mileage: Current odometer reading. Type: Integer. Validation: Must be > previous entry.
• Fuel Level: Percentage of fuel remaining. Type: Percentage. Validation: 0% to 100%.
• Status: Pass or Fail. Type: Dropdown list.
• Notes: Observations on vehicle condition. Type: Text.

Operational Formulas

Calculate Fleet Average Mileage (Summary Sheet):

=AVERAGE(D2:D100)

Count Number of Failed Inspections:

=COUNTIF(F2:F100, "Fail")

Flag Vehicles Requiring Immediate Attention (Status Check):

=IF(F2="Fail", "SCHEDULE MAINTENANCE", "OPERATIONAL")

Data Validation and Formatting Rules

1. Status Dropdown: Select the "Status" column, go to Data Validation, and set the criteria to "List of items" with the values: Pass,Fail.
2. Highlight Failures: Apply Conditional Formatting to the "Status" column. Set rule: "Text contains" -> Fail -> Format with Light Red background and Dark Red text.
3. Fuel Level Warning: Apply Conditional Formatting to the "Fuel Level" column. Set rule: "Less than" -> 0.25 -> Format with Yellow background to highlight vehicles needing refueling.

Daily Pre-Trip Checklist

• Check tire pressure and tread depth
• Verify fluid levels (oil, coolant, windshield wiper)
• Test all exterior lighting (headlights, turn signals, brake lights)
• Inspect mirrors and windshield for cracks
• Check brakes and emergency brake functionality
• Confirm emergency kit and fire extinguisher presence