Even with regular servicing and a rigorous checking system, faults or defects will still occur from time to time. In order to ensure that these are rectified as soon as possible, a formal defect reporting system should be established. Every driver should have access to a vehicle defect report form or defect book (many organisations use the reverse side of the drivers log sheet or walkaround checklist).
When a fault or defect is identified, the form should be filled in, signed and dated. It should then be returned to the Fleet Manager, co-ordinator or other responsible person for action. There should be a clear process by which drivers, who have identified a defect, know whether it makes the vehicle un-roadworthy, e.g. clear notation on the defect report form. If a vehicle is not roadworthy due to a defect, that vehicle cannot be used until the defect is resolved.
Defect report forms should be monitored on a regular basis (at least weekly), to ensure when faults are reported they have been actioned promptly.
Any report form where a defect has been noted must be kept, along with remedial action taken and the signature of the person who resolved the defect, for 15 months.
Community Transport Association UK is a charitable company limited by guarantee. Registered in Cardiff no. 1985361 Registered office: 12 Hilton Street M1 1JF. Registered as a charity in England and Wales no. 1002222. Charity Registered in Scotland No. SC038518.