How to Manage Fleet Defects and Corrective Actions

A compliant defect management system has four stages:

1. Report: The driver identifies a defect during a walkaround check or on the road and logs it with a description and photo.
2. Triage: Workshop staff review the defect, assess its severity, and create a repair job card with a priority level.
3. Repair: A mechanic carries out the repair, records parts used and labour, and signs off the job card.
4. Verify: If the defect was safety-critical, a Transport Manager verifies the repair before the vehicle returns to service.

Each stage should be recorded with a timestamp and the person responsible. This creates a defensible audit trail that demonstrates your roadworthiness system to DVSA.

The DVSA HGV inspection manual categorises defects as minor, major, or dangerous. Your defect management system should reflect this:

• Minor defects: Should be recorded and monitored. The vehicle can continue in service, but the defect should be repaired at the next maintenance opportunity.
• Major defects: Should be repaired before the vehicle returns to service. The vehicle may need to be marked as off-road (VOR).
• Dangerous defects: The vehicle must be marked VOR immediately. A formal corrective action may be required with TM verification.

A corrective action is a formal, tracked process for addressing a compliance issue. Not every defect requires a corrective action, but you should escalate when:

• A defect is safety-critical and requires investigation into the root cause
• The same defect has occurred repeatedly on the same vehicle
• A defect represents a systemic issue with your maintenance system
• DVSA or a Traffic Commissioner has required a specific corrective action

FleetForge escalates defects to corrective actions with evidence upload, progress updates, and Transport Manager sign-off — creating a defensible record that the issue was addressed properly.

When DVSA inspects your operation, they will ask to see your defect management records. You should be able to produce:

• Defect reports from walkaround checks, with dates and vehicle details
• Repair job cards showing what was done, by whom, and when
• Sign-off records confirming that repairs were completed and verified
• Corrective action records for escalated issues, with evidence of resolution

FleetForge stores all of this against the relevant vehicle, so you can produce a complete defect and repair history on demand.