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 driving 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 inspection responsibilities
Vehicles used for work purposes in BC are required to be inspected regularly to confirm that they comply with legal requirements and to prevent breakdowns.
Inspections are proactive checks that help identify wear, damage, or safety issues early so they can be fixed before they lead to a vehicle failure or incident on the road.
Pre-trip inspections are mandatory for certain commercial vehicles under Commercial Vehicle Safety and Enforcement (CVSE) rules. Learn more about vehicles subject to CVSE inspection and CVSE vehicle inspections and standards to determine whether they apply to your vehicles.
Pre-trip inspections are also required under WorkSafeBC regulations for any vehicle used to transport 3 or more workers.
Other vehicles used for work (either company-owned or employee-owned) are required by occupational health and safety regulations to be inspected regularly. This could be monthly, weekly, or more often, depending on the level of risk.
For example, a vehicle used for daily deliveries or in winter weather conditions needs to be inspected more often than one that is used occasionally to call on clients or travel to meetings.
An employer can delegate inspection duties to drivers but retains responsibility for:
- Making sure the workers are properly trained to carry out inspections
- Checking and confirming the workers’ ability to do them correctly
- Making sure mechanical issues that affect safety are addressed before the vehicle is used for work
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
As a best practice, employees should be required to do a basic pre-trip inspection before every shift. It can be as simple as a walk-around visual check for obvious safety issues. Be sure to follow up regularly with a more detailed inspection.
Train your supervisors and drivers how to do the inspection. Provide a policy and/or procedures, have employees demonstrate them to you, and do periodic spot checks.
Have all employees use the same inspection form. Road Safety at Work’s resources include:
- Daily Walk-Around Vehicle Inspection Log (PDF): This can be completed in minutes and requires no mechanical expertise.
- Pre-trip Vehicle Inspection Log (PDF) and Pre- and Post-trip Vehicle Safety Inspection video (below): These resources walk employees through a more detailed inspection. Share the video as part of training.
- Vehicle Inspections Log (Excel): This resource lets you record daily pre-trip inspections as well as more detailed weekly inspections done throughout a month.
For more guidance, use our handy Conducting Vehicle Inspections Tip Sheet (PDF).
You can also find inspection apps online.
Have employees submit completed forms to their supervisor each week or each month.
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.
Share relevant insights with drivers. It encourages them to take responsibility for the condition of their vehicles, improves their understanding, and promotes proactive behavior.
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 an incident on the road 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 equipment to organize and secure cargo.
Most new vehicles are tested by an independent organization and given a vehicle safety rating. The Insurance Institute for Highway Safety vehicle rating system evaluates how well a vehicle protects its occupants in a collision, and the technologies that can prevent a collision or reduce its severity. The National Highway Traffic Safety Administration’s Vehicle Safety Ratings program rates how vehicles perform in frontal, side, and rollover incidents.
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 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 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 safety 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.