Fleet tyre defect records: a practical report and closure checklist

Create a record at the point of reporting

Write the vehicle or trailer identity, date, time and reporter. Identify the affected wheel position consistently. Record the observation in plain language rather than diagnosing a hidden cause: “pressure warning and visibly deflated left rear” is different from “valve failure”.

Keep photographs as supporting evidence when safely obtained. A photograph should not be the only record of an asset number or wheel position that another person needs to understand.

Capture the immediate action

State who received the report and what was done with the vehicle pending assessment. The responsible person needs sufficient information to act. A report sent to a general inbox without an owner can remain unread while others assume it has been handled.

Do not leave a suspected dangerous defect in use simply because a repair appointment has been requested. Follow the operator’s established process for deciding condition and taking action.

Use a tyre-specific information sheet

Asset registration / trailer reference:
Reported by, date and time:
Wheel position and observed defect:
Immediate action and responsible contact:
Assessment by and findings:
Rectification details / work reference:
Any reason for deferred action:
Outstanding follow-up and owner:
Closure decision, name and date:

Adapt these fields to your approved system. This example does not include every component or declaration required for a full inspection, and it should not be labelled as a substitute safety inspection form.

Connect the report to the work

Attach or reference the actual work record, product and affected position. If a tyre was replaced but a wheel or suspension concern remains, make that visible as an open action. Retain the original observation even if the later technical finding differs.

Avoid erasing the history by overwriting a defect with “no issue” after work. A reader should be able to understand what was reported, how it was assessed and why the final action was appropriate.

Keep retention and access clear

DVSA’s maintenance-investigation guidance sets out the retention expectation for defect reports and rectification details: at least 15 months. Owner-drivers also need records. Do not apply that statement indiscriminately to every informal message or every nil-defect report; use the applicable guidance for the record type.

Store the record where the responsible organisation can retrieve it, including for an asset that later leaves the fleet. A document remaining only on a departed driver’s phone is difficult to manage as a maintenance record.

Review patterns as well as individual jobs

Repeated loss on the same position, recurring damage on one route or several missing approvals can point to a wider issue worth investigating. Use the records to ask specific questions rather than assuming every tyre incident is unrelated.

Close an action when the responsible assessment and work evidence support closure. Keep any further inspection or wheel-security follow-up visible. A completed invoice or a message from a driver is information for that decision, not the entire decision itself.

Common questions