Daily Vehicle Inspection Checklist for Company Cars (PDF and Excel)

Download the daily vehicle inspection checklist

Free, no sign-up. Print the PDF for the glovebox or use the Excel file at the fleet office.

Arabic version for drivers who read Arabic (right to left): PDF and Excel, explained on the Arabic page.

What the driver checks every day

The checklist has 28 points in five groups. It takes about five minutes once the driver knows it.

• Documents and driver: valid driving licence with the driver, Mulkiya (vehicle registration) and insurance valid, Salik tag on the windscreen, fuel card in the car.
• Outside the car: new damage since the last record, windscreen and windows, all lights, number plates, wipers and washer fluid, tyres and the tyre date code, spare tyre and jack, leaks under the car.
• Under the bonnet, with the engine cold: engine oil, coolant and brake fluid levels.
• Inside the car: seat belts, warning lights after start, brakes and steering in the first metres, horn, air conditioning, fuel or battery level, a clean cabin without loose objects.
• Safety equipment: fire extinguisher, first aid kit, warning triangle and, if your policy requires it, a reflective vest.

“Do not drive” items

Nine lines are marked with !. A defect on one of them means the car stays parked until the fleet coordinator has decided what to do:

• no valid driving licence, Mulkiya or insurance;
• lights that do not work;
• tyres with low pressure, cuts or bulges, or tyres past their expiry date;
• a seat belt that does not lock;
• a warning light on the dashboard after start;
• brakes or steering that feel wrong.

The driver marks the defect, writes it in the result box, reports it and signs. For every other defect, the car may be used if the fleet coordinator agrees, and the defect goes to the defects log until it is fixed.

UAE points to watch on a daily check

• Tyre expiry: in Abu Dhabi, driving on tyres past their expiry date is fined AED 500 and 4 black points. The date code is on the sidewall.
• Mulkiya: vehicle registration in the UAE is renewed every year, so the date on the card is worth a glance.
• Salik tag: a company car without a working tag on the windscreen creates problems on every Dubai toll road.
• Heat: in summer, coolant level, tyre pressure and air conditioning deserve a closer look before a long trip.

Daily, weekly and monthly records

The PDF has two pages: a daily checklist with a result and sign-off box, and a weekly sheet for one vehicle, where the driver marks each line each day (✓ OK, ✗ defect, – not checked) and writes the week's defects at the bottom.

The Excel file has a monthly sheet per vehicle with a drop-down for every day: defects turn red and are counted per day and per item. A defects log records each defect with the date, plate, driver, item and description, and calculates whether it is still open and for how many days.

Daily inspection or vehicle handover form?

They answer different questions. The daily checklist asks: is this car safe to drive today? It is filled in by the driver, every day, in five minutes. The vehicle handover form asks: in what condition did the employee receive the car, and in what condition did it come back? It is filled in by the employee and the company together when the car changes hands, with a damage diagram, photos, readings and signatures. Use both: the handover form when a car is assigned or returned, the daily check in between.

How to roll out the daily check

1. Print a set of PDFs for each car, or set up the Excel file per vehicle.
2. Make the daily check part of the company vehicle policy, with the “do not drive” rule written in.
3. Walk each driver through the checklist once; it takes ten minutes.
4. Let the fleet coordinator review the sheets every week and close the defects.
5. Look at repeated defects per vehicle each month: they point to maintenance that is due.

Photo inspections in the app

Paper checklists depend on the driver remembering them. In CT Mobility, the check is part of the trip: the driver takes photos of the car in the app before and after every trip and reports damage or a technical issue with photos. Every photo and report is stored with the trip, the time and the driver, and alerts for low fuel and maintenance reach the fleet team without anyone collecting sheets.

Tracking is included and the driver is known on every trip, for AED 50 per vehicle per month, and you can start with a pilot for up to 2 vehicles with no subscription fee for 3 months; only the hardware, installation and mobile data are paid. See pool car management, the vehicle booking system and fleet management for construction pickups and crew cars. To log trips and mileage, download the vehicle log book template.

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Frequently asked questions