The Importance of Walkaround Checks in Facilities Management

For facilities management providers, keeping vehicles roadworthy isn’t just about avoiding breakdowns—it’s a legal requirement. Regular walkaround checks ensure that every vehicle in your fleet is safe, compliant, and ready for daily operations.

Failing to carry out these checks properly can lead to hefty fines, vehicle downtime, and even reputational damage. However, many businesses still rely on paper-based checks or inconsistent processes, leaving them exposed to compliance risks.

In this post, we’ll explore why walkaround checks are essential, the regulations you need to follow, and how digital solutions can help facilities management providers stay compliant with ease.

Why Walkaround Checks Matter

Walkaround checks are daily vehicle inspections carried out by drivers before they begin their shift. These checks help identify issues such as:

• Tyre damage or low tread
• Faulty lights or indicators
• Fluid leaks (oil, coolant, brake fluid)
• Windscreen cracks or wiper damage
• Brake defects or unusual noises
• Load security issues

Identifying problems early can prevent costly repairs, improve safety, and ensure compliance with UK and Irish transport regulations.

What the Law Says: Fleet Compliance and Walkaround Checks

In the UK, the Driver and Vehicle Standards Agency (DVSA) requires commercial vehicle operators to conduct daily defect checks before using a vehicle. Employers must also keep accurate records of these checks for at least 15 months to prove compliance.

🔹 Fact: Failure to conduct proper checks can lead to fines, fleet downtime, and even an operator’s licence suspension.

Similarly, in Ireland, the Road Safety Authority (RSA) mandates that drivers and operators ensure vehicles are in a roadworthy condition before use, with severe penalties for neglecting safety checks.

Common Challenges with Walkaround Checks

Despite the legal requirements, many facilities management providers struggle with walkaround checks due to:

❌ Paper-based processes – leading to lost records or incomplete checks

❌ Lack of accountability – making it hard to verify if checks have been completed properly

❌ Time pressures – causing rushed inspections or skipped steps

❌ Poor communication – meaning defects aren’t reported or resolved quickly

How to Get Drivers on Board with Walkaround Checks

Moving to a digital fleet compliance system makes it easier for facilities management providers to carry out and track walkaround checks effectively. Here’s how:

1. Use a Digital Walkaround Check App
   A mobile app for phones or tablets will enable drivers to complete and submit checks in real-time, ensuring accurate record-keeping and instant reporting of defects.
2. Automate Record-Keeping
   Digital systems store inspection records securely for compliance audits, reducing the risk of missing paperwork or incomplete logs.
3. Ensure Instant Defect Reporting
   If an issue is found, it can be flagged immediately, allowing the fleet manager to arrange maintenance before it becomes a safety risk.
4. Improve Accountability
   GPS-enabled checklists can verify when and where checks were completed, ensuring drivers follow correct procedures.
5. Save Time and Reduce Errors
   Digital systems speed up the inspection process while ensuring nothing is overlooked, making compliance easier to maintain.
6. Keeping Your Fleet Compliant—Without the Hassle

🎥 Watch our recent webinar discussing how to get drivers on board with walkaround checks

Walkaround checks aren’t just a box-ticking exercise—they’re essential for safety, compliance, and cost control. By switching to a digital system, facilities management providers can:

✅ Reduce the risk of compliance fines and penalties

✅ Improve vehicle safety and reduce breakdowns

✅ Ensure full visibility of defect reports and maintenance needs

✅ Eliminate paperwork and manual record-keeping

Need a better way to manage fleet compliance?

Transpoco offers an easy-to-use digital compliance solution that simplifies walkaround checks and keeps your fleet road-ready.