There are many different tasks required in fleet management, concerning both the drivers and the vehicles themselves, not to mention operational productivity, efficiency, transport targets, and more.

With so much to keep on top of, one of the top priorities for transport managers is to find simple but effective processes, ensuring compliance without impacting workforce productivity. This is where having access to a defect book comes in handy, but is it a legal requirement?

What is a defect book, and does every vehicle need one?

A defect book is a paper-based tool that can be used to facilitate and record DVSA daily walk-around vehicle checks. It provides drivers and transport managers with information regarding the checks that need to be carried out on a vehicle, to ensure it is roadworthy and compliant.

However, it’s not the books that are the legal requirement, but the inspection itself.

DVSA walkaround checks are required by law, and must be evidenced with an accurate record, stored and accessible for at least 15 months after each walkaround vehicle check. The vehicle defect report book itself is simply a handy and convenient tool through which drivers can conduct each walkaround check and make a record of it.

What is the purpose of a vehicle walkaround check?

The aim of a vehicle walkaround is to search for any defects which could affect vehicle safety or efficiency. These defects must then be reported and rectified in a timely manner, typically taking the vehicle off the road until it is considered roadworthy again.

All activity regarding a vehicle walkaround, including any discovered defects and rectifications, must be recorded, with the aforementioned defect book an ideal tool for keeping all that data in one place.

How are walkaround checks tracked?

With that said, how is the vehicle check, and any work noted as needing to be completed for safety, managed by drivers and fleet managers?

When a walkaround check is being conducted, the tachograph on the vehicle needs to be set to ‘Other Work’.  If the driver does not insert their card and select this setting before conducting the walkaround check, the tachograph data may suggest that no walkaround check was conducted. This becomes especially crucial across large fleets with high numbers of vehicles, ensuring that each is up to date with its vehicle checks and defect records. By checking tachograph data, a transport manager can spot whether a driver has misunderstood the correct use of the tachograph and has failed to select ‘Other work’.

To follow best practice for a DVSA walkaround check, a number of things need to happen:

• The tachograph should be set to ‘Other Work’
• The walkaround check must be completed thoroughly, using either an app or a defect book
• Accurate records of each check must be made and stored accessibly for at least 15 months
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Any remedial work required should be completed in a timely fashion, and the defect rectified before the vehicle goes back on the road. 

Want to know more about the DVSA walkaround check and what you’re looking for during the inspection? Get in touch for information about our walkaround check app, vehicle defect report books, and more.