Fleet defect records: what DVSA expects you to keep

If you run company vehicles — cars, vans or light commercials — you are responsible for making sure each one is safe before it is used. Government guidance on daily walkaround checks makes that duty clear for van operators, and the same discipline applies across mixed fleets. A defect record is your evidence that faults were spotted, reported, assessed and dealt with before the vehicle went back on the road.

Why defect records matter for fleets

The police and DVSA can stop commercial vehicles at the roadside and inspect them. If a vehicle is dangerous, DVSA can stop you using it until the problem is fixed. You may also be fined, prosecuted, or given penalty points on your licence. Government guidance states you can receive three penalty points for each tyre that is not safe and legal, and that using a vehicle in a dangerous condition can lead to an unlimited fine and a prison sentence.

DVSA can ask to see a record of your walkaround check during a roadside stop. If a serious defect is found and your records do not show that checks are happening, the enforcement outcome is likely to be worse than if you can demonstrate a clear process.

What enforcement can look like in practice

According to GOV.UK guidance on roadside prohibitions, officers may issue:

• Immediate prohibition — the vehicle cannot be driven until the defect is repaired.
• Delayed prohibition — you may have up to 10 days to fix the issue, depending on severity.
• Fixed penalties — graduated fines, commonly between £50 and £300 for roadworthiness-related offences, with more serious cases referred for prosecution.

DVSA publishes vehicle enforcement data for Great Britain, including the most common prohibition defects found at roadside checks. Tyres, brakes, steering and lighting feature repeatedly — the same items drivers should be checking before each journey.

What should a defect record include?

A useful record should answer five questions without needing a phone call:

• Which vehicle was involved?
• Who reported the issue?
• When was it reported?
• What was the issue?
• What happened next?

Government walkaround guidance expects defects found during checks — or during the journey — to be recorded and reported. Dangerous defects must be fixed before the journey continues. The responsible person may be a fleet manager, mechanic, fitter or another competent person authorised by the business.

Why an app beats paper for fleets

Paper booklets can work for a very small fleet if they are completed, collected and stored properly. In practice, forms go missing, handwriting is unclear, photos are absent, and managers only learn about defects hours or days later. That delay is risky when DVSA stops a vehicle and asks what your maintenance system looks like.

A digital inspection app creates timestamped records tied to a named driver, attaches photos at the point of reporting, and notifies managers or fitters immediately. That is not just convenience — it is stronger evidence that your business checked vehicles before use and acted on faults promptly.

Fleet Track PRO is built for this workflow: drivers complete structured inspections in the mobile app, defects are raised with photo evidence, and fitters close jobs through a clear status trail managers can review later.

Keep records factual and consistent

A good defect record avoids vague language. "Problem with vehicle" is not enough. "Nearside rear tyre below safe tread depth, vehicle removed from use, replacement fitted by fitter and signed off before return to service" is much stronger. The same principle applies whether you use paper or software: someone outside your business should be able to understand the decision made at the time.

This article summarises general principles and is not legal advice. Always check current GOV.UK walkaround guidance and DVSA enforcement publications for your own operation.