Free vehicle handover inspection form

• The MapTrack vehicle handover inspection form contains 28 checks.
• Both drivers sign the form with the time, odometer and fuel level, so later damage can be dated to one custodian.
• Photograph existing damage at handover and reference each photo number on the form.
• Report any safety defect found at handover and keep the vehicle out of use until it is repaired.
• Over 4.5 t GVM in participating jurisdictions (not WA or NT), HVNL s 89 bans using an unsafe heavy vehicle on a road, except moves under a defect notice.
• Keep forms for any vehicle involved in an incident or claim until your insurer or adviser says otherwise.

Learn more about GPS and fleet tracking in MapTrack.

• Damage accountability: clearly document existing damage so the incoming driver is not held responsible for pre-existing faults or cosmetic issues.
• Insurance protection: a signed handover record provides evidence of vehicle condition at the point of transfer, supporting insurance claims if damage is later discovered.
• Maintenance visibility: defects identified during handover can be reported immediately, preventing vehicles with known issues from being placed back into service.
• Asset preservation: regular handover inspections encourage drivers to maintain vehicles to a higher standard, knowing the condition will be recorded.
• Dispute resolution: signed records from both parties eliminate disagreements about when damage occurred or who was responsible.
• Compliance support: handover records demonstrate the organisation has a systematic process for managing fleet vehicle condition, supporting WHS and fleet policy audits.

• Vehicle identification: registration, fleet number, make, model, year, colour, VIN (optional).
• Handover details: date, time, location, reason for handover (driver change, pool vehicle return, reallocation, end of lease).
• Outgoing driver: name, employee number, signature, date and time of release.
• Incoming driver: name, employee number, signature, date and time of acceptance.
• Odometer and fuel: current odometer reading (km), fuel level (percentage or gauge position).
• Exterior condition: body panels, paint, windscreen, windows, mirrors, lights, tyres, wheels, tow bar, aerial, number plates.
• Interior condition: seats, dashboard, floor mats, steering wheel, gear knob, upholstery, headliner, cargo area.
• Accessories and equipment: spare tyre, jack, wheel brace, first aid kit, fire extinguisher, GPS unit, toll tag, fuel card, keys, manuals.
• Damage diagram: vehicle outline diagram with space to mark and describe any existing damage (scratches, dents, chips, cracks).
• Mechanical notes: any known mechanical issues, warning lights, unusual noises, brake condition, fluid leaks.

1. Schedule the handover at a suitable location with adequate lighting.

   Both the outgoing and incoming drivers should be present. Choose a location with good natural or artificial light so damage can be properly identified. Avoid handovers in dim car parks or at night where damage may be missed.

2. Record vehicle and driver details at the top of the form.

   Fill in the vehicle registration, fleet number, make, model, odometer reading and fuel level. Record the names and employee numbers of both the outgoing and incoming drivers, along with the date, time and location.

3. Walk around the vehicle together and inspect the exterior.

   Both drivers walk around the vehicle and inspect each body panel, the windscreen, windows, mirrors, lights, tyres and wheels. Mark any damage on the vehicle diagram and describe it in the notes column. Take photos of any existing damage for additional evidence.

4. Inspect the interior, cabin and accessories.

   Check the seats, dashboard, floor, upholstery, controls and cargo area. Verify that all accessories and equipment are present: spare tyre, jack, first aid kit, fire extinguisher, toll tag, fuel card, keys and manuals. Note any missing or damaged items.

5. Record any known mechanical issues.

   Ask the outgoing driver about any active warning lights, unusual noises, brake issues, fluid leaks or other mechanical concerns. Record these in the mechanical notes section so the incoming driver is aware before operating the vehicle.

6. Both parties sign and date the form.

   The outgoing driver signs to confirm the recorded condition is accurate. The incoming driver signs to acknowledge the vehicle condition at the time of acceptance. Provide a copy to each driver and file the original with the fleet manager.

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.

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

• Heavy Vehicle National Law and Regulations (NHVR)

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

• Vehicle pre-start checklist
• Vehicle condition report
• Vehicle defect report form
• Driver daily log sheet
• Vehicle maintenance log
• Driver safety checklist
• Inspections and checklists
• GPS and fleet tracking
• Fleet management
• Fleet pre-start inspections
• Pricing