Monthly Fleet Management Report Checklist

This checklist is designed for fleet managers to run regularly to ensure that all aspects of your fleet management system is running smoothly.

The best way to approach your fleet management is by following a step-by-step process. That's why we built this monthly fleet management report checklist, to act as a foundation for the system that should be in place for the most efficient performance in your fleet management tasks. 

Before starting the report proper, record some simple details using the form fields below:

Ensure fleet management policy is up to date and clearly reflects company values.

Upload fleet management policy below:

Review your Workplace Health and Safety (WHS) policy and ensure that it covers all issues related to fleet management, such as driver safety.

Upload your WHS policy below:

Inform your employees about the new/updated fleet management policy and how it will affect their job responsibilities.

Upload updated fleet management policy below:

Assign specific fleet management duties to the corresponding, qualified employees.

You can use the Role Assignments feature to quickly and easily assign tasks to your team.

Use the form field below to list your team and their corresponding duties:

Make sure your staff members are made aware of the new expectations set for their performance on the job.

A good employee hiring and onboarding process can help manage expectations

Review your rules and regulations for policy adherence and consequences for violations.

Upload a document with your rules and regulations below:

Make sure the management team is made responsible for monitoring incident and collision costs.

Upload your incident and collision cost spreadsheet below:

Ensure that your company vehicles are protected by a supply or lease arrangement.

Upload supply/lease arrangement below:

Examine vehicles for safety and security before purchasing.

Make sure your company has a proper system in place for reporting vehicle deficiencies and organizing repairs.

Use the form fields below to note any issues you may have come across when reviewing your system:

Review your consistent maintenance log for all company vehicles.

Upload your vehicle maintenance log below:

Make sure your system for reporting collisions, traffic violations, and any other incidents is effective.

Use the form fields below to note any issues you may have come across when reviewing your system:

Prepare claims analysis report for senior management team to review.

Upload claims analysis report below:

Set new performance goals for your company.

Use the form fields below to note down some benchmarks you'd like to set for the year:

Make sure your staff understands its accountabilities.

Review the driver training you have in place for your employees.

Make sure your driver training is:

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 staff members take theoretical and practical driver safety courses.

Make sure the courses cover:

Review the corrective program you have in place for staff with multiple incidents/accidents.

Make sure the program covers:

Ensure complete and accurate records of workers’ driving performance are being maintained and require applicants for driver positions to submit a complete record of their driving history before employment.

Review list of new hires and make sure they've been provided with copies of the fleet management policy during the introduction phase.

Review your new hire training program and make sure it covers subjects like:

Review employee licenses and driving restrictions and make sure they're up-to-date and relevant.

Use the form fields below to note any issues you may have come across when reviewing your employee licenses and driving restrictions:

Ensure all employees are provided with driver safety handbooks and store a copy in every vehicle.

Perform in-depth investigations and analyses of collisions, and offer solution strategies.

Use the form fields below to note any issues you may have come across when reviewing and corresponding solution strategies:

Ensure that performance management is practiced regularly, especially in cases where staff is responsible for multiple violations and accidents.

Use the form fields below to note which of your employees have had multiple incidents and any relevant information:

Make sure your staff is informed about required vehicle maintenance practices and necessary services.

Re-examine vehicle repairs at least once per year.

Use the form fields below to note any issues you may have come across when reviewing your vehicle repairs:

Assess your repair network and make sure it is:

Require that drivers conduct basic safety checks before driving each vehicle.

This includes tasks such as:

Observe the completed fleet management report below:

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Information:

Report date:

{{form.Date_and_time}}

General notes:

{{form.General_notes}}

Policy and procedure:

Fleet management policy:

{{form.Fleet_management_policy}}

Fleet management policy notes:

{{form.Additional_fleet_management_policy_notes}}

WHS policy:

{{form.WHS_policy}}

WHS policy notes:

{{form.Additional_WHS_policy_notes}}

Updated fleet management policy:

{{form.Updated_fleet_management_policy}}

Revised employee responsibility notes:

{{form.Additional_employee_responsibility_notes}}

Application:

Fleet management duty assignment notes:

{{form.Fleet_management_duty_assignment_notes}}

New staff expectation notes:

{{form.Additional_new_staff_expectation_notes:}}

Rules and regulations:

{{form.Rules_and_regulations}}

Revised rules and regulations notes:

{{form.Rules_and_regulations_notes}}

Incident and collision cost spreadsheet:

{{form.Incident_and_collision_cost_spreadsheet}}

Incident and collision cost notes:

{{form.Additional_incident_and_collision_cost_notes}}

Financial strategies:

Supply/lease arrangement:

{{form.Supply/lease_arrangement}}

Supply/lease arrangement notes:

{{form.Additional_supply/lease_notes}}

Vehicle safety and security notes:

{{form.Additional_vehicle_safety_and_security_notes}}

Issued found (reporting vehicle repairs):

{{form.Issues_found_(vehicle_repairs)}}

Vehicle report system notes:

{{form.Additional_vehicle_repair_report_system_notes}}

Vehicle maintenance log:

{{form.Vehicle_maintenance_log}}

Vehicle maintenance log notes:

{{form.Additional_maintenance_log_notes}}

Record-keeping:

Issues found (reporting incidents):

{{form.Issues_found_(reporting_incidents)}}

Incident report notes:

{{form.Additional_incident_report_notes}}

Claims analysis report:

{{form.Claims_analysis_report}}

Claims analysis report notes:

{{form.Additional_claims_analysis_report_notes}}

Revised annual performance goals:

{{form.Annual_performance_goals}}

Additional annual performance goal notes:

{{form.Additional_performance_goal_notes}}

Staff accountability notes:

{{form.Additional_staff_accountability_notes}}

Driver education and training:

Driver training notes:

{{form.Additional_driver_training_notes}}

Staff driver safety courses notes:

{{form.Additional_staff_driver_safety_courses_notes}}

Staff corrective program notes:

{{form.Additional_corrective_program_notes}}

Screening and training practices:

Applicant driving record notes:

{{form.Additional_applicant_driving_record_notes}}

Fleet management policy copies for employees notes:

{{form.Additional_policy_copy_notes}}

New hire training program notes:

{{form.Additional_new_hire_training_program_notes}}

Issues found (employee license and driving restriction):

{{form.Issues_found_(employee_license_and_driving_restriction)}}

Employee license and driving restriction notes:

{{form.Additional_employee_license_and_driving_restriction_notes}}

Driver safety handbook notes:

{{form.Additional_driver_safety_handbook_notes}}

Reviews and revisions:

Collision analysis notes:

{{form.Additional_collision_analysis_notes}}

Collision solution strategies:

{{form.Collision_solution_strategies}}

List of employees with multiple incidents:

{{form.List_of_employees_with_multiple_incidents}}

Performance management notes:

{{form.Additional_performance_management_notes}}

Vehicle maintenance practice notes:

{{form.Additional_vehicle_maintenance_practice_notes}}

Vehicle repair issues found:

{{form.Issues_found_(vehicle_repairs)}}

Additional vehicle repair notes:

{{form.Additional_vehicle_repair_notes}}

Vehicle repair network notes:

{{form.Additional_repair_network_notes}}

Employee safety check notes:

{{form.Additional_safety_check_notes}}

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