Fleet Management Internal Audit Checklist

This checklist is designed for fleet managers to run on every six months to a year, to ensure that all aspects of your fleet management system is running smoothly.

When implementing a new fleet management system, it's important to run an internal audit of your system to evaluate whether your company processes are in compliance with the fleet management requirements and policies, government regulations, and that your company processes reflect the best practices possible.

With this custom fleet management internal audit checklist template, you're able to easily follow the step-by-step instructions, making sure that you don't overlook any crucial details when performing your audit.

Verify if the procedures relating to vehicle management that are in place are regularly reviewed and updated.

Ensure that an adequate health & safety management system is in place.

Verify if there is an adequate program of inspections developed and if it has been adhered to for all vehicles.

Verify if daily defect reports are completed for all identified defects.

Ensure that appropriate monitoring is carried out in relation to:  

Ensure that a forward plan for replacement of vehicles is in place and budgets are being appropriately managed to take account of this replacement plan.

Fuel is a big part of every fleet budget, accounting for nearly 40 percent of fleet ownership expenses in 2013 - The Washington Post

Ensure that adequate controls are in place to manage fuel.

Ensure that a system has been developed to monitor fuel consumption (e.g. miles per gallon etc).

Ensure that:

Verify that insurance arrangements are in place to make sure all vehicles are adequately insured.

Ensure that the adequate steps are being taken to maintain the Operator’s license for council vehicles and that the license adequately reflects council fleet assets.

Verify that all drivers have been made aware of their legal responsibilities regarding vehicle condition and the procedures for reporting defects.

You may need to provide driver re-training based on recent driving record checks. 

Ensure the driver is informed on steps they need to take to comply with any requirements.

Ensure that adequate controls are in place to appoint and manage third party service providers.

Ensure that adequate security controls are in place to prevent theft or vandalism of the fleet.

Ensure that an inventory of all vehicles and equipment is maintained.

Ensure that all previous audit recommendations have been implemented.

Observe the completed fleet management audit below:

Basic information:

Fleet manager first name:

{{form.Fleet_manager_first_name}}

Fleet manager second name:

{{form.Fleet_manager_second_name}}

Audit date:

{{form.Date_of_audit}}

Additional information notes:

{{form.Additional_information_notes}}

Fleet management policy:

Fleet safety policy/fleet handbook:

Findings:

{{form.Fleet_safety_policy/fleet_handbook_findings}}

Issues identified:

{{form.Issues_identified_(fleet_safety_policy/fleet_handbook)}}

Health and safety policies:

Findings:

{{form.Health_and_safety_policy_findings}}

Issues identified:

{{form.Issues_identified_(health_and_safety_policies)}}

Vehicles:

Inspections:

Findings:

{{form.Inspection_findings}}

Issues identified:

{{form.Issues_identified_(inspections)}}

Vehicle defect report forms:

Findings:

{{form.Vehicle_defect_report_findings}}

Issues identified:

{{form.Issues_identified_(vehicle_defect_report_forms)}}

Vehicle monitoring:

Findings:

{{form.Vehicle_monitoring_findings}}

Issues identified:

{{form.Issues_identified_(vehicle_monitoring)}}

Forward plan for replacement of vehicles:

Findings:

{{form.Forward_plan_findings}}

Issues identified:

{{form.Issues_identified_(forward_plan)}}

Fuel use:

Findings:

{{form.Fuel_use_findings}}

Issues identified:

{{form.Issues_identified_(fuel_use)}}

Driver:

Driver information:

Number of drivers:

{{form.Number_of_drivers}}

Findings:

{{form.Driver_findings}}

Issues identified:

{{form.Issues_identified_(drivers)}}

Tachograph information:

{{form.Tachograph_information}}

Insurance arrangements:

Findings:

{{form.Insurance_findings}}

Issues identified:

{{form.Issues_identified_(insurance)}}

Operator's license:

Findings:

{{form.Operator's_license_findings}}

Issues identified:

{{form.Issues_identified_(operator's_license)}}

Staff training:

Findings:

{{form.Staff_training_findings}}

Issues identified:

{{form.Issues_identified_(staff_training)}}

Third party:

Third party service providers:

Findings:

{{form.Third_party_service_provider_findings}}

Issues identified:

{{form.Issues_identified_(third_party_service_providers)}}

Security:

Fleet security:

Findings:

{{form.Security_findings}}

Issues identified:

{{form.Issues_identified_(security)}}

Operational:

Inventory:

Findings:

{{form.Inventory_findings}}

Issues identified:

{{form.Issues_identified_(inventory)}}

• hubinternational - 8 Step Fleet Management Checklist
• Mississippi Board of Trustees of State Institutions of Higher Learning - Motor Vehicle And Fleet Management Best Practice Guidelines
• withvector - Fleet Audit: How to Ensure Your Fleet's Efficiency
• WPB - Audit of the Fleet Management Division
• City of Guelph - Internal Audit Report
• NHS Lothian - Internal Audit Vehicle Fleet Management

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