What an HGV daily walkaround check policy should cover

Set the check point clearly

DVSA guidance says an HGV driver should carry out a walkaround check before the journey to make sure the vehicle is safe. The policy should also cover a first-use or shift arrangement where vehicles are shared, plus defects noticed during the journey or on return.

State who is responsible when a driver takes over a vehicle and how the company handles trailers, hired vehicles, substitute vehicles and vehicles returning from maintenance.

Use a fixed check sequence

A fixed order helps reduce missed items. The company form or app should cover the relevant vehicle and trailer items and give the driver a clear route for not-applicable items. Illustrations can support the check but should not replace the formal list or record.

• inside-cab controls, warning lamps, visibility and safety equipment
• lights, reflectors, registration plates and conspicuity markings
• tyres, wheels, fixings, spray suppression and body condition
• air, brakes, steering, suspension and obvious leaks
• couplings, electrical connections and trailer security
• load security, doors, ancillary equipment and vehicle height

Require a written report

DVSA tells drivers to report defects in writing to the person responsible for dealing with them. A useful record identifies the driver, date, vehicle and trailer, the defect or symptom, who received it and the status of action taken.

A nil-defect record can help demonstrate that the check occurred even where nothing was found. It should not become a box-ticking shortcut; supervisors still need to review quality and challenge implausible or repeatedly identical submissions.

Define the stop and escalation route

The driver needs a plain route for a safety-critical concern: stop, do not use the vehicle and contact the named responsible person. The policy should make clear that pressure to complete a job does not override a safety decision.

The defect must then be assessed by someone competent to decide what happens next. Record any vehicle-off-road decision, repair authority, movement under controlled conditions and escalation to the Transport Manager or operator.

Close the loop with rectification evidence

A defect should not disappear when a repair is booked. Keep the report open until the action, repair evidence, assessment and return-to-service decision have been recorded. Link invoices, job sheets, photographs or inspection records where relevant.

Trend reviews also matter. Repeated defects, poor-quality checks, missed wheel issues or late closure can point to a wider control problem that needs training, maintenance action or a policy change.