8.1 Pre-departure Checks and Maintenance Reports

Inspect systematically rather than casually

A pre-departure check is a structured examination before using the vehicle. It helps find problems before they cause a loss of control or an expensive roadside failure. The driver remains responsible for using a safe, roadworthy vehicle even when a workshop or previous driver has checked it. Read the handover information and give particular attention to faults already reported.

Use the manufacturer’s instructions and the operator’s suitable checklist. A consistent route around the vehicle reduces omissions. Choose a safe inspection area, secure the vehicle and keep clear of moving yard traffic. Do not place hands near moving belts or work under an unsupported vehicle. Driver checks identify faults; they do not authorise untrained repairs to safety systems.

Engine compartment and fluids

Check engine oil, coolant, screen washer fluid and the applicable brake, clutch and power-steering fluids. Levels and checking conditions vary by vehicle. Do not open a hot pressurised cooling system or add an unsuitable fluid. Inspect visible hoses, belts, mountings and connections for damage, looseness and leaks. A wet patch should be investigated rather than assumed to be harmless water.

Check that fuel tanks, caps and lines are secure and not leaking. Gas-fuelled vehicles have specific identification, compliance and inspection requirements; use the correct refuelling and maintenance procedure. Inspect the exhaust for damage, loose mountings or leaks. Fumes entering the cab and excessive smoke or noise require attention, not merely a closed window.

Body, structure and running gear

Corrosion is especially serious in structural parts or panels separating occupants from fuel and fumes. Do not judge it only as a cosmetic paint issue. A leaning vehicle can indicate uneven loading, a suspension fault or tyre trouble. Determine the cause before movement, since simply correcting load position may not fix a mechanical problem.

A trailer is part of the inspection. Check its body, wheels, suspension, brakes, lights, coupling and load. For a combination, inspect each unit and the connections between them. The prime mover’s good condition does not establish the rear trailer’s condition.

Cab, visibility and controls

Check the seat mounting, adjustment and seatbelt. Set the seat and mirrors for the driver, and verify doors and locks operate. Keep the windscreen and windows clear and assess damage affecting the driver’s view. Wipers, washers and demisting must work effectively. Dirt, glare or a failed demister can reduce observation even when the glass itself is intact.

Check steering, pedals, gear controls, horn and warning devices. Know what the dashboard lamps mean and confirm their expected start-up checks. A warning that remains on should not be covered with tape or ignored because the vehicle still moves. Ensure tools and luggage cannot interfere with pedals or become projectiles.

Operate the lights and indicators and walk around to confirm them. Reflection on a wall is not always enough to find a failed trailer lamp. Check number plates, reflectors, rear marking plates and required signs for visibility and security. Carry required warning triangles and suitable fire equipment, and know where they are.

Brakes and the load

Complete the appropriate brake-system checks for the actual vehicle, including pressure, warnings, leaks and service and parking operation. Hydraulic and full-air systems have different checks. Manufacturer procedures govern the specific equipment; do not substitute a remembered pressure from a different truck.

Check the load’s position, mass, dimensions and restraint. Inspect lashings, doors, gates and any lifting or loading equipment in the travel position. A secure-looking tarpaulin is not proof that the goods beneath it are restrained. Make sure the load does not obscure lights, plates, mirrors or required signs.

Report, repair and verify

The handbook requires a written report of maintenance or mechanical problems on the owner’s form. Describe symptoms clearly: which warning appeared, when it occurred, any noise, pull, leak or change in performance. A vague note saying 'brakes bad' is less useful than the location and conditions of the fault. Report urgent problems immediately as well as completing the written record.

Keep repair records and check that the fault has actually been fixed. If it persists, return it to the repairer rather than assume the invoice proves success. A defect notice can impose a prohibition or restricted use and clearance requirements; read those conditions before any further trip. The severity and allowed use are not decided by a driver calling the problem 'minor'.

For example, a vehicle returns from a repair with the same low-air warning behaviour. Do not depart because the workshop signed the job card. Report the recurrence and obtain a proper assessment. The departure check is the final opportunity to prevent an unresolved fault entering traffic.

Key decisions

Inspect the whole configuration, act on warnings and document symptoms. A completed checklist supports judgement; it does not replace it.

Official sources

Official handbook, knowing the vehicle and pre-departure checklists; NHVR National Heavy Vehicle Inspection Manual. Sources checked 10 October 2026.