Vehicle inspection form
A vehicle inspection is only actionable if it records what was checked and what failed — not a narrative, but a form that sorts. This template splits the check into named areas so a defect on brakes cannot be missed by reading past it, and records the vehicle and date so the same vehicle can be tracked across inspections. This form records the findings; it does not flag vehicles from the road or enforce compliance. The operator remains responsible for acting on the results.
The form beside this text is live. Fill it in and submit it — it validates exactly as it would for a real respondent, and saves nothing.
Checkboxes for each checked area, not a single pass/fail
A form with six checkboxes for tyres, brakes, lights, fluids, mirrors and horn means defects in one system cannot be lost by scanning past a single overall rating. A driver ticking brakes but forgetting the checkbox for lights is forced to notice the empty box; a single "all OK?" radio would hide an unchecked system.
Vehicle ID and date recorded once, not re-typed in the defects field
A dedicated field for the vehicle and a date field are what make inspections comparable across time — the same vehicle on three different dates, or three vehicles on the same date, both become queryable from the CSV export. A free-text "what happened" collapses all that into one unsortable paragraph.
This one uses file uploads, which is a paid feature — you can build and edit it on the free plan, but saving it needs an upgrade.
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Vehicle Inspection Form
Live previewHow to build this form
5 steps in the editor.
- Add text fields for the inspector's name and the vehicle ID or licence plate so the response is tied to a specific vehicle.
- Add a number field for the odometer reading and a date field for when the inspection happened.
- Add a select field for inspection type — pre-trip, post-trip, or periodic — so inspections can be grouped by occasion.
- Add checkboxes for each area checked — tyres, brakes, lights, fluids, mirrors, horn — so each area is marked pass or fail independently.
- Add a long text field for defects found and a radio group for safe-to-drive, then add an optional file field for a photo; send each inspection to your maintenance system by webhook or export to CSV.
Fields in this form
9 fields, using 8 of the 19 field types available.
| Question | Field type | Required |
|---|---|---|
| Inspector name | Short text | Yes |
| Vehicle ID or licence plate | Short text | Yes |
| Odometer reading | Number | Optional |
| Inspection date | Date | Yes |
| Inspection type | Dropdown | Yes |
| Areas OK | Checkboxes | Optional |
| Defects found | Long text | Optional |
| Is this vehicle safe to drive? | Radio buttons | Yes |
| Photo of damage (optional) | File upload | Optional |
What goes wrong with this form
Specific to a vehicle inspection form, not general advice about forms.
A single text box instead of checkboxes for each area
A free-text "condition" field produces "looks OK" or "brakes seem fine" — none of which guarantee every area was actually checked. One checkbox per system (tyres, brakes, lights, fluids, mirrors, horn) forces the inspector to decide on each area before submitting, so a skip cannot hide a defect.
No vehicle ID field, so inspections cannot be tracked over time
Without a dedicated vehicle ID or licence plate field, a CSV of fifty inspections over a month cannot answer "what happened to truck 3?" — the vehicle would be buried in a text description or entered inconsistently. A single text field for the vehicle is what makes the CSV queryable.
Asking for the defect but not recording which area failed
A form with only a free-text defects field and no checkboxes means a driver could tick nothing and type "brakes bad", leaving the brake checkbox blank — the form accepted it because the checkbox was optional. Mark which systems were OK and which were not; the defects field is only what they found, not where.
Questions about this form
What is the difference between pre-trip, post-trip and periodic inspections?
Pre-trip is before the vehicle moves that day; post-trip is after it returns, to catch damage or wear from the day's use; periodic is a scheduled maintenance check on a set interval like weekly or monthly. Each serves a different purpose, so they are separate values on the dropdown so your CSV can group them.
Should I mark the whole form required, or just the defects field?
Only mark the vehicle ID, date and inspection type required — those are what make the record placeable and sortable. Which areas were checked and whether any defects were found are more useful when optional, because a "nothing to report" inspection can be faster to file; defects can stay optional too, since a checkbox marked "fail" IS the defect being reported.
Can I add this to my dispatch or maintenance system?
Yes — add a webhook in Settings and each inspection is POSTed to your maintenance system the moment it's submitted. The webhook is a single attempt with no retries, so store the form in your dashboard as a backup. A vehicle marked unsafe-to-drive should raise an alert on your end; the form itself cannot flag a vehicle automatically.
This one uses file uploads, which is a paid feature — you can build and edit it on the free plan, but saving it needs an upgrade.