Why the walkaround check matters
Every operator licence holder must keep its vehicles safe and in good condition at all times, and must have a system for drivers to report defects. The daily walkaround check is where that system starts. It is the one inspection that happens every day the vehicle works, and it is the check most likely to catch a fault that has developed since the last safety inspection.
The detail comes from DVSA's Guide to Maintaining Roadworthiness (last updated 28 April 2025 at the time of writing). The guide is not itself legislation, but it states that Traffic Commissioners rely on it "as the starting point for whether or not arrangements are 'satisfactory' and 'suitable'". If your system departs from it, you should be able to explain why and show that what you do is at least as effective.
When and how often
The guide is clear on frequency:
"A minimum of one walkaround check must be carried out every day or at least once in a 24-hour period that the vehicle is used."
DVSA, Guide to Maintaining Roadworthiness, section 3
Among its key points, the guide says the check should be "meaningful" and carried out "preferably immediately before a vehicle is used". It also notes that:
- vehicles working in arduous conditions may need more frequent checks;
- a vehicle used on site work, such as rough terrain, should be walked round again before it leaves the site, with particular attention to wheels and tyres;
- where drivers change during the day and a full check at the changeover would be unsafe (the guide gives the example of a bus stop), this can be acceptable if there is a robust driver defect reporting system in place.
The guide does not set a minimum time for a walkaround check. What matters is that the check covers the whole vehicle or combination properly. It suggests a torch, a panel lock key and, for checking stop lamps alone, a brake pedal application tool.
Who is responsible
The driver
The guide states that "the driver is always legally responsible for the condition of the vehicle while in use." Drivers must carry out the check (unless it has been delegated), report any defects or symptoms of defects, monitor the vehicle while driving for warning lights, vibrations and other signs of a developing fault, and must not use the vehicle on the road if a safety defect is found until it has been repaired.
The operator
The operator must give drivers clear written instructions about their responsibilities, make sure they are adequately trained, allow enough time for the check, and make sure there are maintenance resources to put right reported defects before the vehicle is used. Defect reports must go to "a responsible person with sufficient authority to ensure that any appropriate action is taken", which may mean taking the vehicle out of service.
Delegating the check
Operators can delegate the check to a responsible person who may not be the driver. In that case the driver "needs to see evidence the check has been completed and the vehicle is free from safety defects."
The transport manager
The Senior Traffic Commissioner's Statutory Document 3 (version 17.0, March 2025) lists among a transport manager's expected activities ensuring "that drivers are completing and returning their driver defect reporting sheets and that defects are recorded correctly".
What the driver checks
The check should cover the whole vehicle or combination, including all interior and exterior items that can be safely assessed without a workshop. GOV.UK's HGV walkaround check guidance lists 27 items. In summary:
| Inside the cab | Outside the vehicle |
|---|---|
| Mirrors, cameras and glass | Lights, indicators and marker lights |
| Windscreen wipers and washers | Fuel and oil leaks |
| Dashboard warning lights and gauges | Security of body and wings |
| Steering | Battery security and condition |
| Horn | AdBlue (diesel exhaust fluid) |
| Brakes and air build-up | Excessive exhaust smoke |
| Height marker | High voltage emergency cut-off switch; alternative fuel systems |
| Seatbelts | Spray suppression |
| Security and condition of cab, doors and steps | Tyres and wheel fixings (minimum 1mm tread) |
| Brake lines and trailer parking brake; electrical connections; coupling security | |
| Security of load; number plate; reflectors; markings and warning plates; other equipment |
DVSA publishes a walkaround check diagram and a template defect report (Annex 3 of the guide) that operators can use or adapt.
Recording and reporting defects
Any defect found during the check, while the vehicle is in use or on its return to base, must be the subject of a written report by the driver or another person responsible for recording defects. The guide and the GOV.UK page list what the report should include:
- the vehicle registration or identification mark;
- the date;
- details of the defects or symptoms;
- the reporter's assessment of the defect (for example, "dangerous");
- the reporter's name;
- who the defect was reported to.
The record should then be completed with the assessment of the defect, the rectification work carried out and the date it was done. A defect report that shows a problem but no recorded action leaves an open question about whether the vehicle kept running with the defect.
Nil-defect reporting
Where no defects are found, the guide recommends recording that too. It describes a nil report as "a positive report that the vehicle is free from defects" and says it is good practice to complete and keep them, because they show drivers are carrying out their checks and can be used for audit. A walkaround system without nil reporting leaves the operator unable to prove that a check took place on a day when nothing was wrong.
Dangerous defects
The guide's key points state that "any defects or deficiencies which cause the vehicle to be unroadworthy must be rectified before the vehicle is used", and that there must be an internal system, with someone responsible, for taking unroadworthy vehicles off the road. On the road, GOV.UK tells drivers to find a safe place to stop to assess and report defects, and that dangerous defects must be fixed before the journey continues.
Digital walkaround systems
Checks can be done on a handheld device and the results stored digitally. The guide requires such systems to provide a suitable method of digital signature, secure data input and storage, defect records that are readily accessible, and confirmation that the vehicle is roadworthy at the start of the journey. They must also include "effective date and time stamping", including for nil reports. Paper forms can be scanned and saved, provided the images are easy to find by date and vehicle.
How long to keep records
| Record | Retention in the Guide to Maintaining Roadworthiness |
|---|---|
| Driver defect reports, with the assessment, rectification and repairer | At least 15 months (required) |
| Electronic records of reported defects and repairs | Available for 15 months (required) |
| Nil-defect reports | At least 3 months (recommended) |
An operator may choose to keep nil reports for 15 months as well, so that every day's check can be evidenced across the same period as the rest of the maintenance record. That is a choice rather than a stated requirement.
What DVSA and the Traffic Commissioners look for
The guide says systems "will be judged primarily on their effectiveness in maintaining roadworthiness". One straightforward test is to compare defect reports against safety inspection sheets and roadside findings: obvious defects found at inspection that no driver reported suggest the walkaround checks are not being done properly.
At a public inquiry, the Senior Traffic Commissioner's Statutory Document 10 (version 15.0, March 2025) lists as a positive feature "evidence of an effective driver defect reporting system including daily walk round checks and training". Its negative features include having no training on the conduct of the walkaround check and the completion of the driver defect report.
Drivers are also individually accountable. The guide notes that Traffic Commissioners can take action against a driver who fails to complete an adequate walkaround check, which could lead to a driver conduct hearing and the loss of the vocational driving licence.
A short checklist for operators
- Give every driver written instructions on the walkaround check and defect reporting, and keep a record of their training.
- Make sure a check is recorded for every vehicle on every day it is used, including a nil report where nothing is found.
- Name the person with authority to assess defects and take vehicles off the road.
- Close every reported defect with the action taken, who did it and the date.
- Compare defect reports with inspection findings regularly to spot checks that are not being done properly.
- Keep defect records for at least 15 months and nil reports for at least 3 months.
Roadworthy lets drivers complete walkaround checks by scanning a QR card on the vehicle, without an app or a login, and tracks each reported defect through to sign-off.
This guide is general information, not legal advice. Check the current DVSA guidance or take professional advice for your own circumstances.