Defect Reporting Procedure & Vehicle Fault Identification
All vehicle defects must be identified, assessed, and reported immediately. Drivers are responsible for ensuring that any issue affecting safety, legality, or vehicle performance is recorded and escalated without delay.
A defect is not just a visible failure. It includes any condition that may reduce safety, performance, or compliance with road regulations.
---Tyres – What to Check and How
Drivers must physically inspect all tyres before use.
- Tread Depth: Must be above 1.6mm across the central ¾ of the tyre. If unsure, use tread wear indicators or a gauge.
- Uneven Wear: Look for excessive wear on one side (may indicate alignment issues).
- Cuts and Damage: Check sidewalls for cuts, cracks, bulges, or exposed cords.
- Foreign Objects: Remove visible debris such as nails or stones where safe to do so.
- Tyre Pressure: Visually confirm tyres are not underinflated or overinflated.
Defect threshold: Any visible damage, low tread, or abnormal wear must be reported immediately. The vehicle must not be used if tyre integrity is compromised.
---Lights – What to Check
- Headlights (main beam and dipped)
- Brake lights (check reflection or ask for assistance)
- Indicators and hazard lights
- Rear lights and number plate illumination
How to check: Walk around the vehicle while lights are activated. Use reflections or a second person if needed.
Defect threshold: Any non-functioning light must be reported. Brake light failure = vehicle must not be used.
---Brakes – What to Check
- No grinding or unusual noise when braking
- Vehicle stops smoothly and evenly
- No pulling to one side
- No excessive pedal travel
Defect threshold: Any abnormal braking behaviour = immediate stop and report. Do not continue driving.
---Mirrors & Visibility
- All mirrors must be present and secure
- Clean and free from dirt or obstruction
- Correctly positioned for full visibility
Defect threshold: Missing, loose, or obstructed mirrors must be reported before use.
---Wipers & Windscreen
- Wipers must clear the screen effectively
- No smearing, skipping, or noise
- Washer fluid must be operational
- Windscreen must not have cracks in driver line of sight
Defect threshold: Poor visibility = vehicle must not be used in adverse weather.
---Vehicle Body & Structure
- No sharp edges or protruding parts
- Doors open and close securely
- No loose panels
- No structural damage affecting safety
Defect threshold: Any damage that could injure someone or affect vehicle integrity must be reported.
---Load Security Defects
- Damaged or missing straps
- Loose or unstable loads
- Incorrect weight distribution
Defect threshold: If the load cannot be secured safely, the journey must not begin.
---Dashboard Warning Lights
Drivers must not ignore warning lights.
- Red warning lights: Stop immediately
- Amber warning lights: Report and assess before continuing
What To Do If a Defect is Found
- Stop using the vehicle if safety is affected
- Record the defect in the system immediately
- Notify the operations team
- Await instruction before continuing
Drivers must not make independent decisions to continue using a vehicle with known defects.
---Daily Defect Recording Requirement
All defects must be logged through the BHA Driver Check system before the vehicle is used.
Even if no defects are found, the driver must confirm this by completing the daily check.
Report Defect / Complete Driver Check ---Compliance & Responsibility
By operating the vehicle, the driver confirms that:
- All checks have been completed
- No known defects are present unless declared
- Any issues have been reported accurately
Failure to report defects is treated as a serious breach of operational standards and may result in removal from work.