Do we need to report defects?

Yes, even with regular servicing and a rigorous checking system, other faults or defects will still occur from time to time.  In order to ensure that these are rectified as soon as possible a formal defect reporting system should be established.  Every driver should have access to a vehicle defect report form or defect book (many organisations use the reverse side of the drivers log sheet). 


When a fault or defect is identified, the form should be filled in, signed and dated.  It should then be returned to the Fleet Manager, co-ordinator or other responsible person for action.  There should be a clear process by which drivers, who have identified a defect, know whether it makes the vehicle un-roadworthy, such as a non-working horn.   


Defect report forms should be monitored on a regular basis (at least weekly), to ensure when faults are reported they have been actioned promptly. 


Any report form where a defect has been noted must be kept, along with remedial action taken, the defect should be signed off by the person lifting the defect and kept for at least 15 months.



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Community Transport Association UK is a charitable company limited by guarantee. Registered in Cardiff no. 1985361 Registered office: Aeroworks, 5 Adair Street, Manchester M1 2NQ. Registered as a charity in England and Wales no. 1002222. Charity Registered in Scotland No. SC038518.

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