Vehicle defect reports

A vehicle defect report records any fault or damage you find on a company vehicle — van, car, motorbike, or any other fleet vehicle. Filing this report protects you, the next driver, and the company. It ensures faults are addressed before the vehicle is used again and creates a clear record of when and by whom a defect was first identified.

Vehicle defect reporting is only available if your company has the Fleet feature enabled. If the option does not appear in your Reports type picker, your company may not use it — check with your manager.

When to file

Do a walk-around check at the start of any shift in which you will drive a company vehicle. File a report if you find:

• Bodywork damage — dents, scratches, broken mirrors, cracked lights
• Tyre issues — visible damage, low pressure, or suspected puncture
• Mechanical faults — dashboard warning lights, unusual sounds, braking or steering problems
• Interior damage — broken seat, missing seatbelt, damaged equipment
• Windscreen damage — chips or cracks, especially in the driver's line of sight

If in doubt, report it. An unfiled defect that later contributes to an incident becomes a significant liability.

How to file

1. Open the Reports tab, tap New Report, and select Vehicle Defect Report. Alternatively, tap the direct link if your company has set one up.
2. Enter the vehicle registration number as it appears on the number plate.
3. Describe the fault precisely — what it is, where on the vehicle, and when you first noticed it. For example: "Right rear tyre approx. 15% low" or "Amber warning light, cog symbol, appeared at start-up".
4. Set the severity level: Cosmetic, Driveable, or Not driveable.
5. Attach at least one photograph. Include the number plate in at least one shot for identification.
6. Submit the report.

Severity levels

• Cosmetic — Damage that does not affect roadworthiness (minor scratch, small dent). The vehicle may be used.
• Driveable — A fault that needs attention soon but does not prevent safe use today. Confirm with your manager before driving.
• Not driveable — The vehicle must not be used until repaired. Mark this clearly and contact your manager directly — do not rely on the report notification alone.

After you submit

A copy goes to your manager and usually the fleet manager. The defect also appears on the maintenance log so the next person checking out the vehicle can see it. If the vehicle has already been marked with an open defect from a previous shift, check whether it has been repaired — if the fault is still present, file a new report.

Tips

• Check before you drive, not after — this establishes the damage was present before your shift.
• Take photos in good light from multiple angles.
• Note the mileage reading in the notes field — it helps maintenance track fault patterns.
• Even if you find nothing wrong, your company may ask for a "no defects found" report. A brief note confirming you completed the check is sufficient.