Site visit days go smoothly when records are waiting in a pile, not scattered across three offices. This checklist is what we send clients two weeks before an analyst arrives for a Fleet Maintenance Review.
Essential documents
- Parts and labour invoices for the review period (usually 12–18 months). Include supplier name, vehicle ID, date, and line-item description.
- Odometer or hour-meter readings at each service event. Monthly fleet summaries work if per-job readings are missing.
- Vehicle register listing unit ID, make, model, year, axle configuration, and assigned route or depot.
- Driver defect reports for the same period, even if they are paper forms stored in a filing cabinet.
Helpful but optional
- Preventive maintenance schedule (planned intervals by vehicle type)
- Tyre purchase and retread records
- Fuel consumption summaries by vehicle
- Breakdown incident log with date, location, and roadside repair cost
Common gaps we encounter
Vehicle IDs that differ between invoices ("Truck 14" vs "51C-12345"). We resolve these on site if one person knows the mapping. Missing odometer readings at repair date—we can estimate from route assignments but prefer actual numbers. Invoices grouped by month without vehicle breakdown—these slow us down considerably.
Who to assign on your team
Nominate one workshop contact available for the full site visit day. They should know which units are off the road, which jobs were warranty, and where the filing cabinet keys are. Finance does not need to attend the whole day but should be reachable for supplier contract questions.
Digital exports are welcome, not required
Excel, CSV, or PDF exports from garage management software save transcription time. If your records are paper-only, we bring a portable scanner. Do not delay the engagement waiting for a perfect database—start with what exists.
Ready to schedule? Contact us with your fleet size and depot location. We will send the full pre-visit checklist tailored to your engagement type.