Tool Kit
Vehicle Inspection, Maintenance, and Selection
Operating safe vehicles is an essential part of road safety success. Choosing the right vehicles, and regularly inspecting and maintaining them, is a straightforward way to reduce crash risks. It also helps your operations run smoothly. Learn the best practices and use our forms to help keep employer-owned and employee-owned work vehicles in safe condition.
Vehicle inspections
Employers have a legal responsibility to ensure work vehicles are inspected and in safe operating condition before they are used on the job. Regular pre-trip inspections help:
- Identify and then address any mechanical issues
- Confirm the vehicle is equipped and prepared for the trip ahead and meets legal requirements
- Avoid vehicle failures that can lead to a crash or costly roadside delays
- Give the driver confidence their vehicle can get them safely to their destination and let them focus on their driving duties
Road users expect the vehicles they share the road with to be in safe condition. Other drivers expect your vehicle’s brake and signal lights to work properly. Pedestrians entering a crosswalk expect drivers to be able to see them, so make sure your windshield wipers are working properly. Regular inspections help you live up to those expectations.
Inspection responsibilities
BC’s occupational health and safety regulations require employers to regularly inspect their workplace, which includes all vehicles used for work. The requirement applies regardless of whether the vehicle is owned, leased, or rented by either the employer or an employee. An employer can delegate inspection duties (e.g., to drivers). That person has a responsibility to report deficiencies and mechanical issues to their employer or supervisor. The employer has ultimate accountability to make sure inspections are done, and that mechanical issues are addressed before the vehicle is used for work.
An effective inspection program includes a clear policy, training, standardized procedures, and proper documentation. Each employer should regularly review their inspection program for possible improvements and compliance.
When to inspect vehicles
Commercial Vehicle Safety and Enforcement (CVSE) inspections and standards apply to both commercial and private vehicles in BC. For example, in addition to pre-trip and post-trip inspections, commercial vehicles with a licenced gross vehicle weight of more than 8,200 kg must be inspected by a certified technician every 6 months. Learn more about CVSE’s rules for vehicles subject to inspection.
Work vehicles must also meet occupational health and safety requirements. The main purpose of regular inspections is to confirm the vehicle is safe to drive. Conduct them often enough to prevent unsafe conditions. In some situations, such as when pool vehicles are used by different workers, post-trip inspections are a great way to help ensure vehicles are ready for the next driver.
How to inspect vehicles
If you use a systematic approach, inspections should usually take only a few minutes. Train your supervisors and drivers how to inspect their work vehicle and how to recognize mechanical issues that may make it unsafe to drive. Provide a policy and/or procedures supported with practical demonstrations and periodic spot checks.
Download our Pre-trip Vehicle Inspection Log (PDF) and use it along with the following 6-minute Pre- and Post-trip Vehicle Safety Inspection video. Share the link with employees.
For more guidance, use our handy Conducting Vehicle Inspections Tip Sheet (PDF).
You can also find inspection apps online.
How to record inspections
Keeping thorough inspection records can help you demonstrate due diligence and compliance with safety requirements. The records can also provide valuable information for making decisions about vehicle maintenance schedules, replacements, and upgrades.
It’s usually most efficient to have all employees use the same inspection form. Have them submit completed forms to their supervisor each week or each month. Review the reports and look for recurring issues and opportunities for improvement.
Sharing relevant insights with drivers encourages them to take responsibility for the condition of their vehicles, improve their understanding, and promote proactive behavior.
If you don’t have a form, use our Basic Vehicle Inspection Form and Mileage Log (PDF), Pre-Trip Vehicle Inspection Log (PDF), or Monthly Vehicle Inspection Form (XLS).
Vehicle maintenance
Vehicles need to be properly maintained to ensure a safe workspace and meet legal obligations. The maintenance schedule recommended in each vehicle’s owner’s manual is the best guide to follow. Other than for simple items, a qualified technician may be needed to do the work.
The maintenance schedule in the owner’s manual is based on average use and circumstances. Speak to a mechanic about changing the maintenance schedule if the vehicle:
- Drives daily in stop-and-go traffic
- Carries heavy cargo
- Drives in extreme weather or road conditions (hot, cold, dusty, etc.)
- Is an older or aging model
On top of regular maintenance, pre-winter check-ups are important. Do them for all work vehicles.
Performing maintenance
Many maintenance items need to be completed by a qualified technician with specialized training and tools.
If your organization doesn’t have one on staff, it’s worth investing time to find a reliable, knowledgeable technician. Once they become familiar with your work vehicle and how it’s used, they can provide proactive tips and service. Their suggestions can save you time and money and help extend the vehicle’s life.
Any deficiencies or issues that make the vehicle unsafe must be reported immediately to a supervisor or employer. The deficiencies need to be addressed before the vehicle can be used for work.
Maintaining personal vehicles
When employees use their own vehicle for work, they and their employer need to ensure it’s properly maintained.
The vehicle owner is responsible for arranging maintenance work so their vehicle complies with the Motor Vehicle Act and their employer’s expectations. The employer remains responsible for ensuring a safe workplace, meaning they need to verify maintenance is done. Employees who use their own vehicle for work should expect their employer to ask regularly for maintenance records.
Keeping maintenance records
Owners of commercial vehicles (carriers) are required to have an organized vehicle maintenance system and keep records of maintenance work for up to 3 years. Learn more by reviewing the National Safety Code Part 6.
BC’s occupational safety rules don’t specify a similar requirement for all work vehicles. Keeping organized maintenance records for all vehicles is a standard best practice. They help you track work that’s been done and when preventive maintenance is due. Records also provide evidence of the employer’s due diligence.
Selecting work vehicles
When purchasing, leasing, or renting vehicles for work, make the safety of employees and their passengers a top priority. Always choose vehicles that are designed and equipped for the driving your employees do. The right vehicles help employees efficiently do their jobs and reduce the risks of injuries due to a crash or ergonomic issues.
Consider the following as you set your policy:
Choose work vehicles that are fit for purpose: designed, configured, and equipped for the work your employees do. Vehicles also need to be able to safely handle the conditions and situations in which employees drive.
Think about the road, traffic, and weather conditions your employees encounter. If they mostly carry passengers or clients in the city, a 4-door sedan may work best. If they drive on resource roads, they may need 4-wheel or all-wheel drive. Will they tow a trailer and carry tools, supplies, or other cargo? If so, make sure their vehicle has enough towing capacity and is equipped with a towing hitch, mirrors, and a means to organize and secure cargo.
Most new vehicles are tested by an independent organization and given a vehicle safety rating. The IIHS vehicle rating system evaluates how well a vehicle protects its occupants in a crash, and the technologies that can prevent a crash or reduce its severity. The NHTSA Vehicle Safety Ratings program rates how vehicles perform in frontal, side, and rollover crashes.
Look over at least one of those ratings systems and find vehicles with a solid score that meet your needs. For the IIHS, look for their top safety picks. If you use NHTSA, look for vehicles with a 5-star rating.
If you’re buying a used vehicle, both systems have test results that go back a decade or more. Research vehicle safety recalls and ensure any issues have been fixed before purchasing.
Many new vehicles are available with an evolving variety of driver assistance technologies. Look for automatic emergency braking, forward and rear collision warnings, lane departure warnings, and blind spot monitoring technologies. They appear to provide the best results in reducing crash risks.
Tire pressure monitoring systems also look to be a good investment. Under-inflated tires wear faster and increase the risk of hydroplaning on wet roads.
Visit BrainonBoard.ca to learn more about vehicle safety features.
Just remember that safety features are designed to assist drivers, not replace them. Provide the necessary orientation and training to make sure your employees understand what these systems do — and what they don’t do.
Consider vehicle dimensions when making your choice(s). For example, larger, heavier vehicles generally offer more crash protection than smaller ones. They are more challenging to park, though, and may be more difficult for smaller drivers to enter and exit.
Check the age and mileage of the vehicle. A well-maintained, older vehicle can still be safe and reliable but likely needs more frequent maintenance. Make sure a qualified technician gives it a thorough inspection. Confirm that it meets legal requirements and is in sound mechanical condition. Some companies set age and mileage limits for work vehicles, such as no more than 10 years old or 300,000 km.
Taller vehicles generally give the driver a better line of sight, helping them see and respond to hazards sooner.
Assess visibility from the driver’s seat. Make sure there are no significant blind spots. Technologies such as high-beam assist and curve-adaptive headlights help drivers see at night.
Setting standards for personal vehicles
If employees drive personal vehicles for work, you have a responsibility to set and enforce rules for which vehicles and features you’ll allow. Use the same standards you apply to the vehicles your organization owns. For example, you may decide to only purchase vehicles with a 5-star crash rating. You may want employee-owned vehicles to meet a similar high standard. If they don’t, you can refuse to allow them to be used for work.
Some equipment can impair vehicle handling and driver visibility. Some modifications don’t meet legal requirements. Consider banning lift kits, after-market bumpers, non-standard wheels and tires, dark window tints, and high-output driving lights.
If the vehicle is more than 3 years old or you have any reasons to question its overall condition and safety, ask the owner to provide a thorough inspection report from a licensed mechanic.