Why You Should Be Using a Fleet Maintenance Checklist (And What to Include)

The High Cost of Skipping the Basics

If your fleet isn’t running on a consistent maintenance checklist, you’re risking more than just a breakdown. Missed oil changes, overlooked tire wear, and neglected inspections can snowball into safety violations, downtime, and serious repair costs.

At Pacific Truck & Tractor, we’ve worked with fleets that operate smoothly and efficiently—and we’ve worked with those constantly putting out fires. The difference often comes down to one thing: structure. A fleet maintenance checklist doesn’t just help you stay organized—it helps you stay compliant, reduce risk, and keep trucks on the road where they belong.

Here’s why a checklist is essential, what it should include, and how to make it part of your everyday operations.

Why a Fleet Maintenance Checklist Matters

It Prevents Costly Oversights

Diesel trucks have dozens of systems that require attention: brakes, fluids, filters, tires, steering, emissions, and more. A formal checklist ensures nothing slips through the cracks during preventive maintenance or inspections.

It Keeps You DOT and BIT Compliant

In California, BIT Inspections must be performed every 90 days. Failing to meet these intervals—or missing required inspection points—can result in penalties and roadability issues. A checklist ensures your team hits all mandatory points before regulators ever do.

It Reduces Unplanned Downtime

A checklist helps catch wear or failure before it turns into a breakdown. Spotting a leaking axle seal or noisy U-joint early saves thousands in repair costs and keeps your delivery schedules intact.

It Promotes Accountability and Standardization

When every technician or driver follows the same list, you get consistent results—no more guessing what got checked or forgotten. It creates a paper trail, improves communication, and builds accountability across your team.

Daily vs. Scheduled Maintenance: What’s the Difference?

Daily Pre-Trip Checklist (Driver)

This is your front line. Drivers should inspect their vehicle every day before taking it on the road. Their checklist should include safety-critical systems and visible components.

Scheduled Preventive Maintenance (Shop)

These are interval-based checks—typically every 15,000 to 25,000 miles—performed by technicians in the shop. They involve deeper inspections, fluid replacements, and repairs as needed.

Both levels need a checklist. Both levels should talk to each other.

What to Include in a Fleet Maintenance Checklist

Daily Pre-Trip Items (Driver-Focused)

• Brake lights, turn signals, and marker lights
  
  
• Horn and backup alarms
  
  
• Windshield wipers and washer fluid
  
  
• Brake system (listen for leaks or weak pedal)
  
  
• Tires and wheels (check for inflation, wear, and damage)
  
  
• Leaks under truck (coolant, oil, fuel)
  
  
• Mirrors, windows, and glass (clean and undamaged)
  
  
• Emergency equipment (flares, triangles, extinguisher)
  
  

Drivers should sign off after each inspection. If something’s wrong, it gets logged and flagged for service—before the vehicle rolls out.

Weekly Checks (Shop or Driver-Assisted)

• Battery terminals and voltage test
  
  
• Air filter inspection
  
  
• Visual inspection of belts and hoses
  
  
• Suspension components (bushings, shocks, leaf springs)
  
  
• Trailer coupler, kingpin, and lights
  
  
• Tire tread depth
  
  
• Air tanks drained
  
  
• Power steering fluid check
  
  

These are ideal during fueling downtime or when trucks are in the yard.

Scheduled Preventive Maintenance Checklist (PM Intervals)

Every 15K–25K miles (or 90 days, per BIT Inspection rules), fleets should perform a full PM checklist that includes:

Engine and Powertrain

• Change engine oil and filters
  
  
• Replace fuel filters
  
  
• Inspect turbo for oil or play
  
  
• Check coolant levels and condition
  
  
• Pressure test cooling system
  
  
• Check for active ECM fault codes
  
  
• Inspect exhaust and aftertreatment systems
  
  
• Look for crankcase leaks or pressure issues
  
  

Chassis and Suspension

• Lubricate all chassis grease points
  
  
• Inspect steering linkage and tie rods
  
  
• Check alignment and tire wear patterns
  
  
• Inspect driveshaft U-joints and carrier bearings
  
  
• Verify suspension airbags or leaf spring condition
  
  

Brake and Air System

• Check slack adjusters and push rod stroke
  
  
• Inspect brake chambers, shoes, and drums
  
  
• Test parking brake hold
  
  
• Check for audible air leaks
  
  
• Drain and inspect air tanks
  
  

Electrical and Lights

• Verify function of all exterior lights
  
  
• Inspect battery condition and secure mounts
  
  
• Check charging system voltage
  
  
• Test ABS and trailer brake connectors
  
  

Cab and Safety Equipment

• Check seatbelt function and integrity
  
  
• Inspect mirrors and glass for cracks
  
  
• Verify HVAC operation
  
  
• Confirm emergency equipment is present and legal
  
  

Trailer-Specific Checks (If Applicable)

• Inspect landing gear operation
  
  
• Check trailer ABS function
  
  
• Inspect floor and door integrity
  
  
• Test reefer unit (if applicable)
  
  
• Verify cargo securement points
  
  

How to Create a Fleet Maintenance Checklist That Works

Customize by Truck Type and Usage

No one-size-fits-all. Local delivery trucks have different stress points than long-haul rigs. Off-road dump trucks need extra attention on suspension and underbody wiring. Tailor your checklist to your duty cycle.

Use Digital Forms or Telematics

Paper checklists work—but digital checklists work better. Many telematics providers offer inspection modules, fault code tracking, and real-time PM alerts. Plus, you get historical records and easier reporting.

Train Drivers and Technicians

A checklist is only as good as the person filling it out. Train your team on what to look for, how to document issues, and when to escalate them. Create a loop between driver feedback and shop response.

Include Sign-Off and Timestamp

Every checklist entry should include a signature or digital confirmation. This builds accountability and creates an inspection history that proves compliance during audits or insurance events.

Why Work with a Shop That Understands Fleet Programs

At Pacific Truck & Tractor, we don’t just turn wrenches—we build systems. We help fleets develop customized maintenance checklists, train their drivers, and integrate inspection records into a digital maintenance schedule.

Whether you need BIT-compliant inspections every 90 days, help reducing unexpected downtime, or support planning long-term fleet health, we’ve got the tools and experience to help you execute.

Final Thoughts

Fleet maintenance checklists aren’t about checking boxes—they’re about preventing failures, ensuring safety, and staying one step ahead of costly downtime. With a smart checklist strategy, you improve communication, extend truck life, and stay in full compliance with DOT and California BIT regulations.

Need help building or reviewing your maintenance program? Partner with Pacific Truck & Tractor to keep your fleet organized, inspected, and always ready to roll.