Take time to do it right the first time. I promise it will save you a massive headache.
Vehicle maintenance is a fundamental pillar of fleet management, essential for ensuring the safety and efficiency of a fleet. Meticulous record-keeping is the bedrock upon which a successful maintenance program is built.
The foundation of this record-keeping begins with the vehicle’s basic characteristics: purchase date, year, make, model, VIN (Vehicle Identification Number), tire size, and GVWR (Gross Vehicle Weight Rating).
Maintenance records and logs emerge as the lifeblood of an effective fleet maintenance strategy. These records form a chronological account of each vehicle’s health and upkeep.
Preservation of maintenance receipts for at least one year per vehicle is a prudent practice. In cases where repairs are performed by external shops, retaining the corresponding receipts is crucial. Likewise, for self-repairs, meticulous record-keeping entails safeguarding receipts for all purchased parts and documenting the source when parts are salvaged from donor vehicles.
Moreover, the implementation of Daily Vehicle Inspection Reports (DVIRs) is pivotal for the ongoing assessment of a vehicle’s condition. These reports provide a daily snapshot of a vehicle’s health, enabling rapid detection and rectification of potential issues before they escalate.
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