Fleet Inspections 101: What and When to Check for Your Fleet Vehicles

Fleet inspections are the backbone of efficient fleet management. Not only are they legally mandated, but they also help fleet managers and operators put their finger on the pulse of all of their vehicles. Inspections help determine whether vehicles are roadworthy and compliant with regulations, are pivotal in promoting safety, and finally, they can help you maximize your fleet efficiency by preemptively identifying vehicles in need of service. 

Regular inspections are extremely important. It’s not by chance that even non-commercial vehicles are required to undergo regular inspections to be on the road! Vehicle inspections are legally required to identify potential safety issues that can either be serviced within a window of time or require a vehicle to be removed from use. Adherence to a regular inspection schedule is in all parties' best interest. Fleet managers, operations managers, drivers, and the general public. Regular inspections can help to improve fleet efficiency while at the same time reducing the risk of accidents or on-road emergency maintenance requirements.

Why Fleet Inspections Matter

Safety is the primary purpose of fleet inspections. The words ‘vehicle inspection’ can sometimes induce anxiety: What if your vehicle doesn’t pass? What if maintenance and repairs are required? What if the vehicle has to be taken offline temporarily? Plus it’s never convenient to spend an hour (or more) at a licensed inspection station even if you do pass. That’s a waste of driver time and overall fleet efficiency. However, fleet inspections are extremely important for a variety of reasons which we’ll outline below.

Safety

Safety is always number one. For everyone on the road. Of course, you want to ensure your drivers are operating safe vehicles for their safety, but your fleet is responsible should anything happen due to a malfunction on the road that endangers or harms anyone else. Regular inspections can leave everyone with peace of mind. With regular vehicle inspections, vehicles that may need some work can be flagged and serviced immediately before any check engine lights turn on. When a vehicle is on the cusp of not passing inspection, mechanics can tackle whatever may need repair to reduce the risk of mechanical failures, and potential accidents.

That leads to minimizing liability. Safety is the main objective, but proactive maintenance through regular inspections can also help manage risk and liabilities should an accident occur. Fleet liability insurance costs vary depending on the type and size of your fleet, but you’ll be sleeping soundly when you know your fleet is regularly inspected and serviced (while keeping premiums down) and the likelihood of an accident due to vehicle failure is as low as possible. There will always be unseen unseens, but regular inspections can minimize them!

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Cost Savings

That leads us to the cost savings that regular on-site fleet inspectionsareas for improvement will bring. Besides lower insurance premiums, when you have a regular fleet inspection framework, you’ll encounter other major cost-savings. Routine inspections enable fleet managers to detect and address maintenance issues before they escalate, thereby reducing the frequency and cost of unexpected repairs. That’s one less headache for operations managers and something to celebrate for the entire organization. 

Another way that regular inspections help keep costs down is through the extension of fleet vehicle lifespans. Maintaining vehicles through regular inspections can ensure they are operational longer thus avoiding costly replacement and maximizing the return on investment for fleet owners. So besides helping with safety, regular inspections save organizations money.

As a bonus, when it comes to compliance, our inspections cater to local and state regulations across the country to ensure both compliance and flexibility for our customers.

Virtual Fleet Inspections

So now that we’ve explained why regular inspections are not only necessary for safety but also beneficial for all fleet operations, you may be asking - how can you help?

Yoshi Mobility is one of the first fleet management service companies offering virtual vehicle inspections as a part of our fuel and fleet services. We bring the inspection to you making it seamless and easy so you know your fleet vehicle or fleet vehicles are completely up to date. Another option is remote inspections to streamline the entire inspection process. Remember sending a driver to the mechanic to spend an hour or more to get an inspection certification? Now you can forget it with our technology platform. It’s so much more convenient for vehicle owners, fleet managers, and risk assessors.

So how does it work? When you partner with Yoshi Mobility for fleet inspections, you can engage in video-chat inspections, or schedule for us to come to you to perform the inspection at your parked vehicle. Everything can be done online, so you don’t have to waste any time on the phone, and more importantly, no waiting in line. Just log on, select the type of inspection needed, whether you’re a single vehicle owner or operator, or a fleet operations manager, and schedule your inspection(s). If you’re tight on time, we can make it work for you too with expedited service.

"Yoshi has made it so convenient and easy that I will never return to the old way again! No line. No driving to wherever you set your appointment for inspection. No traffic you might have to battle through. I was done in less than 15 minutes! Did I mention that they’re very friendly? I was very impressed! Thank you Yoshi!”  - Virtual Inspection Customer, December 2023

When to Conduct Fleet Inspections

As general guidance, drivers should complete a basic inspection every day that a vehicle is used, both before they hit the road, and when they turn in. They should be checking for any body damage, functional lights, steering, mirrors, brakes, tire condition, any fluid leaks, and any damage to the interior of the vehicle. These daily inspections are the precursor to what should be monthly inspections, although the timing may vary depending on the vehicle. Then we suggest monthly, quarterly, and semi-annual inspections to ensure routine fleet maintenance is going smoothly.

Another indicator for when to schedule inspections is usage patterns. Identify vehicles that may require more frequent inspections. Vehicles used for heavy hauling or in harsh environments may require more frequent checks compared to those used for lighter duties or primarily highway driving. Even if vehicles haven't reached their mileage thresholds, conducting regular time-based inspections is crucial. Factors such as aging components, environmental conditions, and seasonal changes can affect vehicle integrity. Consider quarterly or semi-annual inspections for all vehicles regardless of mileage.

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Implementing a Fleet Inspection Program

Implementing a comprehensive fleet inspection program should start with an assessment of current practices and the identification of areas for improvement. Yoshi Mobility can then help develop clear protocols, including standardized inspection checklists and procedures aligned with regulatory requirements and industry standards. 

Assigning responsibilities to designated personnel ensures accountability, with clear communication of roles and responsibilities. Integration with routine maintenance schedules streamlines processes and minimizes disruption, incorporating preventive maintenance tasks to address issues proactively.

Regular reviews of inspection reports and maintenance records, coupled with feedback from stakeholders, inform refinements to protocols and schedules, fostering a culture of continuous improvement within the organization. By following these steps and incorporating practical tips, a comprehensive fleet inspection program can be established to enhance safety, reliability, and efficiency fleet-wide.

Yoshi Mobility’s virtual fleet inspections are revolutionizing how vehicle inspections are done. Pioneering the field, we help make what is traditionally thought of as an arduous and time-consuming yet necessary process seamless! The technology is easy to use and requires minimal effort on the end-user side. Virtual fleet inspections help keep vehicles safe and give fleet operators and managers peace of mind.