A vehicle defect report is the record that something is wrong with a vehicle: what it is, where it is, how serious, whether the vehicle can still be driven, and who has been told — followed, once it is fixed, by the repair and the sign-off that puts the vehicle back into service. It is the written end of every walk-round check, and you can fill it in here and download the finished report as a PDF without creating an account.
One defect, one clear record
The commonest failure in defect reporting is not defects going unreported. It is defects reported so vaguely that nobody can act on them — "brakes not great", "noise at back". The mechanic then has to find the driver, and by that time the driver is two hundred miles away.
Write it so the workshop can walk straight to it: the component, the axle and side, what you saw, heard or felt, and when it happens — only when braking hard, only when cold, only over bumps. Add a photo. Each defect gets its own entry in this form, because two faults on one line tend to become one repair.
Safe to drive, or not
Every defect needs a decision about whether the vehicle can still be used. This form uses three grades:
- Dangerous — the vehicle must not be used. Brakes, steering, tyres down to the cords or cut, a wheel nut missing, a coupling that will not lock, a windscreen crack in the driver's view. The vehicle is parked, tagged, and the key goes back.
- Must be fixed before the next trip — not dangerous where it stands, but not fit to go out again as it is. A dead stop lamp on a day-shift vehicle that is due a night run.
- Minor — safe to use until the repair. A torn seat, a cabin lamp, a scuffed panel. Reported and booked, and the vehicle carries on.
Off the road, and back on it
Many operators call a vehicle that cannot be used VOR — vehicle off road. The important parts are physical, not clerical: a do-not-use tag on the steering wheel, the key taken back, and everyone who might take the vehicle out told.
Getting it back on the road is a decision, not a default. Someone competent records what was repaired, tests it where the defect was safety-critical — a brake test after brake work, a road test after steering work — and signs that it can return to service. The repair section of this form captures exactly that, on the same record as the original report.
A reporting habit, and the nil-defect check
Drivers report defects they believe will be fixed and that they will not be blamed for. Close the loop with the person who reported it — tell them what was done — and the next report comes sooner. In the UK, roadworthiness guidance expects drivers to report defects in writing and operators to keep records of the repairs; many operators also have drivers record a daily walk-round check even when nothing is found, so there is evidence the check happened. Switch on the walk-round section here to keep both on one sheet.
Common questions
When should a vehicle defect report be filled in?
As soon as a defect is found — on the walk-round before setting off, during the journey, at the end of the shift, or by a mechanic during maintenance. Report it before the vehicle is used again, and on the same day in any case.
Who is responsible for fixing a reported defect?
The operator or fleet owner. The driver's job is to find and report; deciding whether the vehicle can be used and arranging the repair belongs to the operator, through its workshop or maintenance contractor.
What makes a defect dangerous?
Anything that could cause a loss of control or a crash, or would injure someone if it failed: braking, steering, tyres and wheel fixings, coupling, lamps needed for the conditions, the driver's view, and loads that can shift. If unsure, treat it as dangerous until someone competent says otherwise.
Can a vehicle be driven with a defect?
Only if the defect does not affect safe use and the operator has accepted it for repair at a later date. A dangerous defect means the vehicle stays parked until it is repaired and signed back into service.
How long should defect reports be kept?
Rules vary by country. In the UK, maintenance and defect records are generally expected to be kept for at least fifteen months; in the US, driver vehicle inspection reports for commercial vehicles are kept for three months. Many fleets keep them for the life of the vehicle.
What is a nil-defect report?
A record that the driver completed the walk-round check and found nothing wrong. It proves the check was done, which a missing report never can. Switch on the walk-round section, mark every item OK, and sign.