Skip to main content
MapTrack
Book a demo
Skip to download form

Free vehicle condition report template

Free vehicle condition report template (PDF-ready). Record vehicle condition at handover, lease return or fleet audit. Interior, exterior and mechanical.

Updated 3 May 2026

Vehicle Condition Report

Record vehicle condition at handover, lease return or fleet audit.

Your logo here
0 of 38 checks

Exterior

1Bonnet: dents, scratches, paint condition
2Roof: dents, hail damage, paint condition
3Boot / tailgate: dents, scratches, latch operation
4Front bumper: cracks, scuffs, alignment
5Rear bumper: cracks, scuffs, alignment
6Left side panels: dents, scratches, rust
7Right side panels: dents, scratches, rust
8Windscreen: chips, cracks, delamination
9Rear and side windows: chips, cracks, tint condition
10Mirrors: condition, operation, mounting
11Headlights, tail lights, indicators: cracks, moisture, operation

Wheels & Tyres

12Front left wheel and tyre: tread, pressure, kerb damage
13Front right wheel and tyre
14Rear left wheel and tyre
15Rear right wheel and tyre
16Spare tyre: present, condition

Interior

17Driver seat: tears, stains, bolster wear, adjustment
18Passenger and rear seats: tears, stains, wear
19Dashboard and instruments: cracks, scuffs, operation
20Steering wheel and gear selector: wear, operation
21Carpet, floor mats, headlining: wear, stains, odour
22Door trims and boot / cargo area: wear, damage, cleanliness
23Seatbelts: operation, webbing condition

Mechanical

24Engine start and idle: smooth, no unusual noise
25Engine oil level: adequate, colour
26Coolant level: adequate, no leaks
27Brake fluid, power steering fluid: adequate
28Battery: condition, terminals, corrosion
29Service brake feel and parking brake operation
30Steering response: no excessive play or noise
31Exhaust: condition, noise, leaks

Electrical Systems

32Air conditioning and heater: operation
33Radio / infotainment: operation
34Power windows: all operational
35Central locking, horn, wipers and washers

Documentation

36Registration: current and valid
37Insurance: current
38Last service date and next service due

Assessor / Outgoing Driver Sign-off

Signature

Print name

Date

Incoming Driver / Receiving Party Sign-off

Signature

Print name

Date

How to use: download the PDF, print or complete digitally on any device.

  • PDF format, ready to print or fill on screen
  • Use as-is or customise to suit your operation
  • Go digital in MapTrack for photos, reminders and audit trails

Two ways to use it

Use in MapTrack →

Download the free PDF

Use it digitally instead

Unlimited users

These same 38 checks, already built.

G2 rating 4.9 out of 5
Capterra rating 5.0 out of 5GetApp rating 5.0 out of 5Software Advice rating 5.0 out of 5
All MapTrack reviews
  • Scan the asset’s QR tag with any phone
  • Submitted forms can trigger alerts
  • Photos on fails, audit-ready records
  • Export responses, PDF reports with your logo

Free trial. No credit card needed.

Trusted by teams across Australia and New Zealand

We respect your privacy. Unsubscribe anytime.

These templates are free general guides provided as-is. They do not constitute legal, safety or compliance advice. You are responsible for ensuring any form meets your specific workplace obligations, industry standards and applicable regulations.

Don't just download it - use it live. Start a free workspace with this vehicle condition report template already built, so your crew can run it from a phone.

Jarrod Milford

Jarrod Milford

Co-Founder & Commercial Director

Updated 3 May 2026
Also see:GPS and fleet tracking →Best fleet management software (AU) →MapTrack vs Fleetio →

Short answer

A vehicle condition report records a vehicle's exterior, interior, mechanical and paperwork condition at one point in time, rated good, fair or poor with notes and photos. Fleet managers and drivers complete it at each handover, hire or lease start and return, after incidents, and commonly quarterly otherwise. Section 19 of the model WHS Act sets the duty to provide and maintain safe plant; it prescribes no form.

Checked against Model WHS Act (Model WHS Bill as at 5 December 2025 (includes the Model WHS Legislation Amendment (Incident Notification) 2025)) on by the MapTrack templates team. How we check templates

Key takeaways

  • The MapTrack vehicle condition report template contains 38 checks across 6 sections. Sections covered: Exterior, Wheels & Tyres, Interior, Mechanical, Electrical Systems, Documentation.
  • Complete a report at every handover: driver change, hire or lease start and return, depot transfer, and after any incident or claim.
  • Photograph every item rated Fair or Poor, and record the odometer, date and both parties' signatures.
  • Section 19 of the model WHS Act sets the duty to provide and maintain safe plant but prescribes no condition report form; a completed report helps evidence that duty.
  • The HVNL covers vehicles over 4.5 t GVM or ATM and combinations including one (s 6); s 26C sets each chain party's duty for its transport activities.

Enter your email below to download this vehicle condition report template as a ready-to-use PDF.

Used by construction, mining and field service teams

Saunders InternationalMineral ResourcesSupagasHacer GroupMetro TunnelUltrabuilt

What is a vehicle condition report template?

A vehicle condition report is a structured document used to record the physical and mechanical state of a vehicle at a specific point in time. It is most commonly used at handover (driver changeover, fleet reassignment, vehicle hire or lease start/return), during periodic fleet audits, and after incidents or insurance claims. The report captures exterior condition (paint, panels, bumpers, glass, lights, wheels), interior condition (seats, dashboard, carpets, controls, odour), mechanical condition (engine, brakes, steering, suspension, fluids, exhaust) and documentation status (registration, insurance, service history). Each component is rated on a consistent scale, typically Good, Fair or Poor, with notes and photographs recorded for any item not rated as Good.

Vehicle condition reports protect both the operator and the driver by establishing a clear, documented baseline of the vehicle state. Without a condition report, disputes over pre-existing damage at lease return, hire handover or insurance claim time are difficult to resolve. For fleet managers, regular condition reporting provides early visibility of wear and deterioration, feeding into maintenance planning and replacement cycle decisions. A well-maintained condition report history also strengthens the organisation's position in insurance claims and supports asset valuation accuracy. Under the WHS Act 2011, PCBUs have a duty to maintain plant in a safe condition, and a vehicle condition report provides documented evidence that this obligation was met at each handover or audit interval.

Learn more about GPS and fleet tracking in MapTrack.

Get the free template

Enter your email above to download the full vehicle condition report template as a PDF.

Download free PDF

Benefits of using this vehicle condition report template

  • Dispute prevention: a signed condition report at handover creates an indisputable record of the vehicle state, preventing disagreements over pre-existing damage at lease return, hire end or driver changeover.
  • Insurance evidence: detailed condition records with photographs support insurance claims by documenting the vehicle state before and after an incident.
  • Fleet health visibility: regular condition reporting gives fleet managers a clear picture of wear and deterioration across the fleet, informing maintenance priorities and budget forecasts.
  • Asset valuation accuracy: knowing the true condition of each vehicle supports accurate depreciation calculations, resale value estimates and end-of-lease assessments.
  • Accountability: when drivers sign a condition report at handover, they accept responsibility for the vehicle in its documented state, which improves care and reduces damage.
  • Maintenance intelligence: condition trends over time reveal vehicles that are deteriorating faster than expected, prompting investigation into driver behaviour, operating conditions or maintenance quality.

Benefits of digitising forms in MapTrack

When you digitise vehicle reports in MapTrack, you get:

  • Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
  • Email the right people when a form is submitted, with an automation you set up.
  • File every completed form against the asset, location or person it covers.
  • Download any completed form as a PDF, with failed answers listed at the top.
  • Fill in forms offline; they upload when the device is back online.
  • Build conditional logic (show or hide questions based on answers).
  • Take pictures or attach photos. Not possible with a paper-based form.
  • Electronic signatures.
  • Edit forms later without reprinting.
  • Set who can view, fill in or edit forms with user roles.
  • Upload a paper form (PDF, Word, Excel or a photo) and MapTrack's AI builds a digital version for you to check.
  • Schedule services by odometer, engine hours or date for every vehicle.
  • Keep fuel receipts and service records with each vehicle's inspections.
  • Record repair costs on each work order against the vehicle.

Book a demo to see how MapTrack handles vehicle reports.

Try MapTrack free

Full access to every feature. No credit card required. Per-asset pricing so you scale as your fleet grows.

Start free trial
  • No credit card required

Intuitive for field crews

“MapTrack's a great platform - intuitive for the guys out in the field and also has fantastic support.”
Supagas

Matthew Anderson

Maintenance Planning Supervisor, Supagas

What to include in a vehicle condition report template

This vehicle condition report template covers 9 key areas:

  • Vehicle details: registration, make, model, year, colour, VIN, fleet number, odometer reading.
  • Report context: date, report type (handover, lease return, fleet audit, incident), location, assessor name.
  • Exterior condition: bonnet, roof, boot/tailgate, front bumper, rear bumper, left side panels, right side panels, windscreen, rear window, side windows, mirrors, headlights, tail lights, indicators, wheels and tyres (each wheel individually).
  • Interior condition: driver seat, passenger seats, rear seats, dashboard and instruments, steering wheel, gear selector, carpet and floor mats, headlining, door trims, boot or cargo area, seatbelts.
  • Mechanical condition: engine start and idle, engine oil level, coolant level, brake fluid level, power steering fluid, battery condition, service brake feel, parking brake operation, steering response, suspension (visual and feel), exhaust condition and noise.
  • Electrical systems: air conditioning, heater, radio/infotainment, power windows, central locking, horn, wipers and washers.
  • Documentation: registration current, insurance current, last service date and odometer, next service due, roadworthy or MOT status.
  • Vehicle diagram: outline sketch for marking damage locations (scratches, dents, chips).
  • Photographs: spaces to attach or reference photos of key damage areas.

How to use this vehicle condition report template

  1. Record the vehicle details, report context and assessor information at the top of the form.: Enter the registration, make, model, colour, VIN and fleet number. Record the odometer reading. Note the purpose of the report (handover, lease return, fleet audit, incident) and the date, time and location. Enter the assessor name and, if a handover, the names of both the outgoing and incoming drivers.
  2. Walk around the exterior of the vehicle and assess each panel, bumper, glass area, light and wheel. Rate each as Good, Fair or Poor and note any damage.: Start at the front left corner and work clockwise. Inspect each panel for dents, scratches, stone chips, rust and paint damage. Check bumpers for cracks or scuffs. Inspect the windscreen and all glass for chips, cracks or delamination. Check each headlight, tail light and indicator lens for cracks or moisture ingress. Assess each wheel for kerb damage and each tyre for tread depth and condition. Mark any damage on the vehicle diagram.
  3. Open all doors, the boot and the bonnet. Inspect the interior, including seats, dashboard, carpet, headlining and cargo area. Rate each as Good, Fair or Poor.: Check the driver seat for tears, stains, bolster wear and adjustment function. Inspect passenger and rear seats similarly. Examine the dashboard for cracks, scuffs or sticky residue. Check carpet and floor mats for wear, stains and odour. Inspect the headlining for sagging or stains. Check the boot or cargo area for damage, cleanliness and the presence of a spare tyre, jack and tools.
  4. Start the engine and assess mechanical and electrical systems. Check fluid levels, brake feel, steering and suspension.: With the engine running, listen for unusual noises. Check all dashboard warning lights clear after start-up. Test the air conditioning, heater, radio, power windows, central locking, horn, wipers and washers. Check engine oil, coolant, brake fluid and washer fluid levels under the bonnet. Drive the vehicle briefly if practical to assess brake feel, steering response and suspension.
  5. Verify documentation status, including registration, insurance, last service and roadworthy or MOT.: Confirm that registration is current by checking the label or disc. Verify insurance documentation is in the vehicle or on record. Check the service book or digital record for the last service date and odometer, and when the next service is due. For UK vehicles, check the MOT status; for Australian vehicles, confirm the roadworthy certificate status if applicable.
  6. Take photographs of any damage and of the overall vehicle from each corner. Both parties sign the completed report.: Photograph each area of damage close up and from a wider angle to show its location on the vehicle. Take at least four photos showing the vehicle from each corner. Both the assessor and the driver (or incoming/outgoing parties) must sign and date the report to confirm they agree with the recorded condition. File the completed report against the vehicle record in MapTrack or your fleet management system.

In MapTrack, you can track your fleet with GPS and digital pre-starts. Each submission is stored as a timestamped PDF against the asset record.

Get the free templateEnter your email above to download the full vehicle condition report template as a PDF.Back to download form

How often should you complete this report?

A vehicle condition report should be completed at every handover point: driver changeover, vehicle hire start and return, lease start and return, transfer between depots or sites, and following any incident or insurance claim. For fleet vehicles that remain with the same driver, a condition report should be completed at least quarterly as part of a fleet audit programme. Some organisations conduct condition reports at each scheduled service to capture condition alongside maintenance records. The completed report should be retained for the life of the vehicle plus a minimum of two years for insurance and audit purposes.

Try MapTrack free

Full access to every feature. No credit card required. Per-asset pricing so you scale as your fleet grows.

Start free trial
  • No credit card required

Frequently asked questions

A vehicle condition report is a formal document that records the physical and mechanical state of a vehicle at a specific point in time. It captures exterior condition (paint, panels, glass, lights, wheels), interior condition (seats, dashboard, carpet, controls), mechanical condition (engine, brakes, steering, fluids) and documentation status (registration, insurance, service history). Each component is rated as Good, Fair or Poor, with notes and photographs for any item not rated as Good. Condition reports are used at handover, lease return, fleet audit and after incidents.

A vehicle condition report should be completed at every handover point, including driver changeover, hire start and return, lease start and return, and transfer between depots. It should also be completed after any incident, accident or insurance claim. For vehicles that remain with the same driver, a condition report at least quarterly as part of a fleet audit is recommended. Some fleet operators also complete a condition report at each scheduled service interval.

A pre-start check is a daily safety inspection focused on roadworthiness, covering brakes, tyres, lights, steering, fluids and safety equipment. It is designed to confirm the vehicle is safe to drive. A condition report is a more detailed assessment of the overall physical and mechanical state of the vehicle, including cosmetic condition (scratches, dents, interior wear), documentation status and photographic evidence. The condition report is typically done at handover or audit intervals, not daily.

Vehicle condition reports should be retained for the life of the vehicle plus a minimum of two years to support insurance claims, lease return disputes and internal audits. Some fleet operators retain records for five years or more in line with general record-keeping policies. Digital records stored in MapTrack are automatically timestamped and cannot be altered after submission, providing a tamper-proof audit trail.

Yes. Download and use this vehicle condition report template for free. It downloads as a ready-to-print PDF. No MapTrack account is required. If you later want digital condition reports on mobile with photo capture, damage diagrams, driver signatures and automatic fleet audit schedules, MapTrack can do that. Book a demo to see how it works.

The Work Health and Safety Act 2011 requires a person conducting a business or undertaking to ensure that plant, including vehicles, is maintained so it remains safe to use. For heavy vehicles over 4.5 t GVM or ATM, the Heavy Vehicle National Law (HVNL) requires every party in the chain of responsibility to ensure, so far as is reasonably practicable, the safety of their transport activities, including vehicle condition. While no single regulation mandates a specific condition report form, maintaining documented evidence of regular condition assessments is the primary way operators demonstrate compliance with these duties. Condition reports also support the executive due diligence duty under the HVNL (section 26D) and provide evidence in the event of a workplace incident investigation.

Rate every component on the same three-point scale: Good, Fair or Poor. Any item not rated Good gets a note describing the problem and a photograph, and body damage is marked on the vehicle diagram so its location is clear. Using one consistent scale across every vehicle and every assessor is what lets you compare reports over time and spot vehicles deteriorating faster than expected. Rate what you can see and test on the day, not what the service history suggests.

Photograph each area of damage twice: a close-up that shows the detail and a wider shot that shows where it sits on the vehicle. Then take at least four photos of the whole vehicle, one from each corner. Reference the photos on the form against the items they show, and file them with the report against the vehicle record. Photos taken at handover and again at return make disputes over pre-existing damage at lease return, hire end or driver changeover far easier to settle.

Applicable regulatory standards

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

  • Model Work Health and Safety Act (Model Work Health and Safety Bill)

    Edition: Model WHS Bill as at 5 December 2025 (includes the Model WHS Legislation Amendment (Incident Notification) 2025)

    General duty to provide and maintain safe plant and systems of work; a condition report is one way to evidence it.

    • s 19: Primary duty of care: a PCBU must ensure, so far as is reasonably practicable, the health and safety of workers and others, including safe plant, systems, training and supervision.

    Safe Work Australia (drafted by the Parliamentary Counsel's Committee)

  • Heavy Vehicle National Law (Queensland)

    Edition: Current as at 1 August 2026, incorporating the Heavy Vehicle National Law Amendment Act 2025 (Queensland)

    Heavy vehicles as defined in s 6: each chain party must ensure, so far as reasonably practicable, the safety of its transport activities.

    • s 6: Defines a heavy vehicle as a vehicle with a GVM or ATM over 4.5 tonnes, or a combination including one.
    • s 26C: Primary duty: each party in the chain must ensure, so far as is reasonably practicable, the safety of its transport activities.

    Queensland Government (Office of the Queensland Parliamentary Counsel), administered by the National Heavy Vehicle Regulator

  • Chain of Responsibility (CoR)

    Edition: NHVR web guidance current at check date

    Regulator guidance on the HVNL chain of responsibility duties.

    National Heavy Vehicle Regulator

Each source was read at its publisher and the page checked on 26 October 2026. The publisher's current text is the authority.

Check the current source

Vehicle Condition Report Template preview

Vehicle Condition Report Template template preview showing fields and layout

The numbers behind this vehicle condition report template

The pages below gather the figures behind this kind of check. Each figure on them carries its source and date, so you can quote it in a toolbox talk, a budget case or a board paper without chasing the original report.

Get the free template

Enter your email above to download the full vehicle condition report template as a PDF.

Download free PDF

Embed this free template on your website

Run an industry blog, trade association site, or training resource? Drop a preview of this free vehicle condition report template straight into your page. The snippet is self-contained, needs no scripts, and links readers back to the full free template.

<div style="max-width:480px;font-family:system-ui,-apple-system,'Segoe UI',Roboto,sans-serif;border:1px solid #E5E7EB;border-radius:12px;padding:20px;background:#ffffff;">
  <p style="font-size:12px;font-weight:700;letter-spacing:0.05em;text-transform:uppercase;color:#071D49;margin:0;">Free template</p>
  <p style="font-size:18px;font-weight:700;color:#071D49;margin:6px 0 0;">Vehicle Condition Report Template</p>
  <ul style="margin:12px 0 0;padding-left:18px;color:#374151;font-size:14px;line-height:1.6;">
    <li style="margin:4px 0;">Vehicle details: registration, make, model, year, colour, VIN, fleet number, odometer reading.</li>
    <li style="margin:4px 0;">Report context: date, report type (handover, lease return, fleet audit, incident), location, assessor name.</li>
    <li style="margin:4px 0;">Exterior condition: bonnet, roof, boot/tailgate, front bumper, rear bumper, left side panels, right side panels, windscreen, rear window, side windows, mirrors, headlights, tail lights, indicators, wheels and tyres (each wheel individually).</li>
    <li style="margin:4px 0;">Interior condition: driver seat, passenger seats, rear seats, dashboard and instruments, steering wheel, gear selector, carpet and floor mats, headlining, door trims, boot or cargo area, seatbelts.</li>
    <li style="margin:4px 0;">Mechanical condition: engine start and idle, engine oil level, coolant level, brake fluid level, power steering fluid, battery condition, service brake feel, parking brake operation, steering response, suspension (visual and feel), exhaust condition and noise.</li>
    <li style="margin:4px 0;">Electrical systems: air conditioning, heater, radio/infotainment, power windows, central locking, horn, wipers and washers.</li>
  </ul>
  <p style="font-size:13px;color:#6B7280;margin:14px 0 0;padding-top:12px;border-top:1px solid #E5E7EB;">Free <a href="https://www.maptrack.com/templates/vehicle-condition-report-template" style="color:#071D49;font-weight:600;text-decoration:none;">Vehicle Condition Report Template</a> by MapTrack</p>
</div>

Free to reuse, including commercially. This template is published under a Creative Commons Attribution 4.0 licence. Copy it, adapt it, put it on your own site or in your own docs. All we ask is that you credit MapTrack with a link back to this page. The snippet above already includes that credit, so if you use it as-is you’re covered.

Cite this template

Writing about this topic? You’re welcome to quote this checklist. Here’s the wording to use so your readers can find the original.

The MapTrack vehicle condition report template contains 38 checks across 6 sections.

Short attribution
MapTrack Vehicle Condition Report Template, https://www.maptrack.com/templates/vehicle-condition-report-template
Reference list
MapTrack. (2026). Vehicle Condition Report Template [Checklist template]. Retrieved from https://www.maptrack.com/templates/vehicle-condition-report-template

Free to reuse with credit under a Creative Commons Attribution 4.0 licence. If you’d rather link straight to it, the page is https://www.maptrack.com/templates/vehicle-condition-report-template.

Need to track your fleet with GPS and digital pre-starts?

Register every vehicle in MapTrack, attach digital forms, and get a complete history of every inspection, service and compliance record.

Start free trialBook a demo

GPS and fleet tracking · All templates · Pricing · Book a demo