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Fleet Preventative Maintenance Checklist

Understanding Fleet Preventative Maintenance

Owning and operating a vehicle fleet can be a difficult task, and an expensive one if not properly managed. Fleet preventative maintenance is critical to maximize vehicle availability for the highest profitability for the business.

Companies with fleet vehicles quickly learn how much money can be wasted on reactive maintenance- that is, maintenance that addresses only breakdowns- rather than preventative maintenance which helps prevent big problems.

Fleet Preventative Maintenance is simply scheduled services based on fleet mileage, periodic time tables or other criteria. Benefits of regular repairs, inspections and services performed in a fleet preventative maintenance plan include:

  • Longer fleet life
  • Better fleet performance
  • Lower likelihood of large mechanical failure
  • Lower chance of fleet vehicle down time
  • Reduced income loss from vehicle down time
  • Reduced employee frustration over vehicle down time
  • Increased accountability to safety and other employee policies
  • Ability to make systematic fleet changes/ upgrades
  • Ability to track and monitor expenses
  • Reduced claims of negligence from employees


Fleet Preventative Maintenance Checklist

A Fleet Preventative Maintenance Checklist allows you to create a system to manage your fleet and should include information about the vehicle including inspections, testing, cleaning, service and repairs.


First, decide the interval for performance of the checklist items.

Will the intervals be based on gallons of fuel used, mileage, time or another factor?


Second, set up a recording system for the fleet preventative maintenance program.

Records should be kept on each fleet vehicle separately. This can be folders or documents or an online system. It should include:

  • Truck Number
  • VIN
  • Mileage
  • Make/Model
  • Driver
  • Dates of each service
  • Dates of each checklist performed
  • Specific repairs made
  • Cost of repairs (labor and parts separate)
  • Emergency Services Performed (such as lock outs, towing, jumpstarts, collisions, etc.)


Be sure to track parts and labor on repairs separately, since those are variable and can help in determining a budget for labor expenses. Track vendors for this purpose as well in order to see trends in vendor pricing to help with negotiating pricing.


The Fleet Preventative Maintenance checklist should include:

  • Filter change dates
  • Fluid Level inspections
  • Belts and hose inspections
  • Tune-up services performed
  • Brake, pads and caliper checks
  • Tire safety
  • Glass and Mirror damage
  • Body damage
  • Fuel System Check
  • Cooling and Heating System
  • Electrical System
  • Steering and Suspension Check
  • Exhaust System
  • Drive shaft or CV Joint Inspection
  • Frame and undercarriage inspection
  • Transmission and engine mount concerns


A safety checklist can also be completed separately or at the same time, usually with the driver’s input, such as:

  • Seatbelts in working order
  • Horn function
  • Headlamp and tail lights
  • Wiper function

And any concerns about the items in the maintenance checklist.


Third, set up time to review the data and discuss or review it with relevant parties.

Watching trends on a fleet vehicles’ behavior will help with decisions regarding efficient vehicle replacement.


Airport Automotive would love to support you in your Fleet Preventative Maintenance program. We can keep track of your vehicles as well as both the recommended and completed services, repairs and more. Give us a call today to discuss how we currently serve our Fleet clients and how it can help you extend the life of your fleet and improve your budget.