UK fleet operators are required to evidence a daily walkround check on every vehicle before it leaves the yard. This page covers the DVSA-aligned template, how it runs over WhatsApp instead of a paper card or a separate app, and how the fleet manager sees defect status live.
The DVSA expects the driver to inspect the vehicle before first use each day and to report any defects to the operator. The record should be dated, attributable to the driver, list the items checked and any defects found, and be retained for the period the operator is required to keep it. Operators should refer to current DVSA guidance for the exact record-keeping requirements applicable to their licence category.
A standard walkround covers, at minimum: lights and indicators, brakes, steering, mirrors and glass, tyres and wheels, fluid levels, load security, exhaust and bodywork, plus a check that all required documents are present.
Every driver receives the walkround on WhatsApp at the start of their shift. Each item is a single chat message; the driver replies OK, defect, or attaches a photo. If the answer is defect, the driver is asked to attach a photo and one line describing it. The fleet manager sees the status live.
The exact item list is built during onboarding from the items the operator already inspects, covering at minimum the DVSA categories listed above. The completed walkround produces a timestamped PDF carrying every answer and every photo, plus a row on the manager dashboard showing red, amber or green status per vehicle. Defect rows trigger an email and dashboard alert.
vs paper: no shoebox of dated cards to keep, no illegible handwriting, no driver forgetting to hand the card in. Every check has a timestamp the moment the driver sends it.
vs a driver app: the driver does not need to install or open anything new. The walkround runs in the WhatsApp chat already open on their phone.
Every check is stored: timestamp, driver, vehicle, every answer, every photo. Records are retained per the operator's policy and exportable as PDF or CSV.
The dashboard shows one row per vehicle with red, amber or green status. A defect triggers an email and dashboard alert carrying the defect line and the driver's photo.
Yes. Each operator's template is built during onboarding from the items they already check. Different vehicle types can have their own variants.
WhatsApp queues the messages on the phone and delivers them when signal returns.
The daily walkround is a separate workflow from the planned weekly and six-weekly maintenance inspections, which require a qualified inspector. Talk to us if you want to run those alongside.
Free trial. Setup to first live workflow usually takes under a week.