Building a Fleet Maintenance Schedule That Keeps Vans Earning

A van off the road costs a great deal more than the repair. The fix is dull and effective: a schedule everyone can see, built around the work rather than around whoever shouts loudest.

Start with the vehicle record

For every vehicle, record registration, first registration date, MOT date, service interval by miles and months, tyre fitment, current mileage and who normally drives it. One sheet, one owner, reviewed monthly.

Set the rhythm

• Daily. Driver walkaround check before first use, logged, with defects reported the same day.
• Every four to six weeks. Tyre pressures and tread, fluid levels, lights, and a quick look for new damage.
• Every ten to twelve weeks. A documented safety inspection by a competent person on higher mileage vehicles.
• Annually. MOT booked in the first week of the month it is due, so a fail still leaves time to repair and retest.

Plan around the workload

Book services for your quietest day of the week and your quietest week of the month. Group vehicles by depot so one driver can shuttle two vans. Agree a standing slot with your repairer rather than ringing round each time.

Keep the paperwork

Walkaround checks, defect reports, inspection sheets and invoices should be kept and retrievable. If anything ever goes wrong, a tidy maintenance record is your best evidence that the vehicle was properly managed.

Deal with damage early

Small dents and scuffs left to gather up become a large bill at the end of a lease and a poor advert for the business in the meantime. Batch cosmetic work into one visit and most of it can be done by SMART repair in a day.

Download our free fleet checklists, or ask for a fleet estimate on a group of vehicles.