How do I use the “Pre-trip vehicle inspection” template in Varilo?

The “Pre-trip vehicle inspection” template is a starting point for your own digital checklist. Adapt the questions to the location and process, assign a QR code or NFC tag, and employees complete the inspection in the phone browser without logging in.

How many points does this checklist have and how often should it be used?

The template contains 14 inspection points and the recommended frequency is: daily, before the first trip. Adapt the actual scope and frequency to the risks, equipment documentation and procedures in your organisation.

What does the inspection report contain?

The report from an inspection based on the “Pre-trip vehicle inspection” template contains the number, date and time, answers and result. Depending on the checklist settings it can also include photos, comments, a signature, GPS location and corrective actions, and the report can be saved as PDF.

Does this template replace a specialist inspection or a statutory check?

No. The “Pre-trip vehicle inspection” template is a supporting tool for organising and documenting inspections. Adapt it to your site before use; inspections that require qualifications or authorisation are carried out by authorised persons.

Pre-trip vehicle inspection checklist

A sample checklist for the daily check of a vehicle before driving. It covers tyres, lighting, operating fluids, brakes, cleanliness and mandatory equipment.

Drivers, dispatchers and fleet managers use it. It takes a few minutes and leaves a documented trace that the vehicle was checked.

Category: Logistics and transport
Used for: van, truck, fleet vehicle
Number of points: 14
Suggested frequency: daily, before the first trip

Five-step vehicle or semi-trailer inspection with Varilo: create a checklist, scan a QR code, inspect the vehicle and receive a report

Check points

Sample inspection questions with possible answers. This is a template — in Varilo you turn it into your own live checklist.

1.Do the tyres have the correct pressure and sufficient tread depth?
YesNoN/A
2.Are the tyres and rims free of visible damage?
YesNoN/A
3.Do all exterior lights work (dipped, main beam, brake, indicators, reversing)?
YesNoN/A
4.Are fluid levels (engine, coolant, brake, washer) correct?
YesNoN/A
5.Are there any leaks under the vehicle?
YesNoN/A
6.Do the brakes, including the parking brake, work without concerns?
YesNoN/A
7.Do the wipers and washers work correctly?
YesNoN/A
8.Are the windows and mirrors clean and undamaged?
YesNoN/A
9.Are the seat belts complete and functional?
YesNoN/A
10.Is the mandatory equipment (extinguisher, warning triangle, first aid kit, hi-vis vest) present and valid?
YesNoN/A
11.Is the load compartment clean and the load secured?
YesNoN/A
12.Are the required vehicle documents available and valid?
YesNoN/A
13.Are any warning lights on the dashboard illuminated?
YesNoN/A
14.Have previously reported faults been fixed?
YesNoN/A

Move this checklist into Varilo

A paper checklist is only the beginning. In Varilo you can build your own version, assign it to a place, machine, vehicle or device and share it through a QR code or NFC tag.

The employee scans the code with a phone, completes the inspection and the results go straight into the system. You can track completed inspections, findings, reports and statistics without retyping paper forms.

Build the checklist
Assign QR or NFC
Run the inspection
Get the report

What does a pre-trip inspection cover?

The pre-trip check is a quick visual inspection: what you can see around the vehicle, what you hear after starting it and what the dashboard shows. Its purpose is to catch a fault before the vehicle leaves.

Adjust the scope to the vehicle type. A van differs from a tractor-trailer combination, and both differ from a vehicle with a tail lift or refrigeration unit.

Who should perform the check?

The driver is best placed to do it — they are with the vehicle every day and notice changes fastest. The dispatcher or fleet manager reacts to reports and makes sure faults reach the workshop.

Reporting has to be easy. If it needs a phone call and an email, some remarks will simply never be made.

Vehicle checks with QR or NFC

A QR sticker in the cab or an NFC tag by the door starts the inspection with one scan. The driver does not look for a form and the system already knows which vehicle it is.

A photo of the fault can be attached, and the inspection history stays with the vehicle — it is easy to see when and by whom it was checked.

Frequently asked questions about this checklist template

How do I use the “Pre-trip vehicle inspection” template in Varilo?: The “Pre-trip vehicle inspection” template is a starting point for your own digital checklist. Adapt the questions to the location and process, assign a QR code or NFC tag, and employees complete the inspection in the phone browser without logging in.
How many points does this checklist have and how often should it be used?: The template contains 14 inspection points and the recommended frequency is: daily, before the first trip. Adapt the actual scope and frequency to the risks, equipment documentation and procedures in your organisation.
What does the inspection report contain?: The report from an inspection based on the “Pre-trip vehicle inspection” template contains the number, date and time, answers and result. Depending on the checklist settings it can also include photos, comments, a signature, GPS location and corrective actions, and the report can be saved as PDF.
Does this template replace a specialist inspection or a statutory check?: No. The “Pre-trip vehicle inspection” template is a supporting tool for organising and documenting inspections. Adapt it to your site before use; inspections that require qualifications or authorisation are carried out by authorised persons.

Use in your industry

See how companies in this industry run inspections in Varilo — from a single checklist to regular patrols.

Logistics and transport — Go to the industry page

Related Varilo features

When using this checklist template, you can use the following Varilo features.

Related checklists

This checklist is a sample intended as support only. Adapt its scope to the type of site, equipment, process, risk assessment and the requirements and procedures that apply in your organisation.