Free pre-delivery inspection checklist

• The MapTrack pre-delivery inspection checklist contains 30 checks across 6 sections. Sections covered: Identity and documentation, Exterior condition, Fluids, tyres and undercarriage, Controls, electrics and safety systems, Function test, Accessories and handover pack.
• A pre-delivery inspection is the last and cheapest quality gate before an item leaves your control.
• Check four things in order: identity, condition, function, and the documents and accessories that travel with it.
• Mark damage on a diagram and photograph it, because that sheet is the reference point for any later claim.
• Have the preparer and the releaser sign separately, since it is very hard to catch your own omissions.
• Re-run the condition and function checks on the day of dispatch if the item has been standing in the yard.

Learn more about asset tracking in MapTrack.

• Catches faults in the yard: defects found before dispatch cost workshop time, not a callout and a delayed customer start.
• Consistent quality: a fixed list means the check does not vary with who is doing it or how busy the workshop is that day.
• Protects against condition disputes: a signed record of the state at dispatch is the reference point if damage is claimed later.
• Nothing forgotten: documents, keys, manuals and accessories are ticked off individually rather than assumed to be in the cab.
• Faster handover: the customer walkaround is short because everything has already been verified against the same list.
• Evidence of release control: a completed and signed sheet satisfies the ISO 9001 requirement to verify a product before release.
• Feeds the asset record: readings, faults and rectifications captured at delivery start the item's condition history on day one.

• Item identity: make, model, serial or VIN, registration, asset ID and the order or contract number
• Delivery details: customer, destination site, requested date and the person who will accept it
• Documentation check: compliance plate, registration papers, manuals, service history and test or inspection certificates
• Exterior condition: panels, glass, mirrors, lights, decals, guarding and paint, with damage marked on a diagram
• Fluids and consumables: engine oil, coolant, hydraulic oil, brake fluid, fuel or charge level and any top-ups made
• Tyres, tracks and undercarriage: pressures, tread or wear, damage and correct fitment
• Controls, electrics and safety systems: horn, beacons, alarms, seatbelt, isolators, guards and interlocks
• Function test: start, run, operate through the full range of movement and confirm no leaks, alarms or fault codes
• Accessories and attachments included, with quantities and serial numbers where they apply
• Defects found, rectification carried out, and the sign-off of the person releasing the item

1. Confirm you have the right item

   Match the serial number, VIN or registration on the machine against the order and the delivery paperwork before you start. Delivering the wrong unit is a rare mistake but an expensive one, and it takes ten seconds to rule out.

2. Check the paperwork pack

   Work through the documents that must travel with the item: manuals, compliance plate, registration, service history and any inspection or test certificate. Missing certificates are the single most common cause of a machine sitting idle on arrival.

3. Inspect condition and mark the diagram

   Walk the item and record every mark, dent, chip and scratch on the condition diagram, then photograph each one. This is the reference point for any damage claim, so record what is there rather than only what is significant.

4. Run the function test

   Start the item and operate it through its full range: all movements, all controls, lights, beacons, alarms and safety interlocks. Watch for leaks, warning lights and fault codes, and let it reach operating temperature rather than stopping at idle.

5. Rectify, re-check and sign off

   Raise any defect found as a repair before dispatch rather than a note for later. Once the work is done, re-check the affected item, complete the accessories list, and have the releasing person sign and date the sheet.

6. Send the record with the item

   Attach a copy of the completed sheet and the photographs to the delivery so the receiving party can check against it on arrival. Keep the original against the asset record so the delivery condition stays part of the item's history.

Practical answers about the form, record keeping and using MapTrack.

This form is a starting point. Check the current requirements that apply to your equipment, work and location. The form alone does not establish compliance.

• ISO 9001 Clause 8.6 Release of products and services
• ISO 9001 Clause 8.5.4 Preservation
• Work Health and Safety Act 2011 (model), section 25 duties of a person conducting a business that supplies plant
• ISO 55001:2024 Asset management (records of asset condition at transfer)

• Model Work Health and Safety Act (Safe Work Australia)
• ISO 55001:2024, Asset management system requirements (ISO catalogue)
• ISO 9001:2026, Quality management systems requirements (ISO catalogue)

MapTrack publishes this template. The linked authorities publish their own guidance; they haven't endorsed this form.

• Equipment inspection checklist
• Vehicle condition report
• Handover document template
• Damage report template
• Equipment commissioning checklist
• Proof of delivery template
• Digital inspections
• Service history