What is a Vehicle Inspection Report

What Is a Vehicle Inspection Report?

A vehicle inspection report (VIR) is a document that records the results of a comprehensive vehicle assessment. It’s often used by drivers, inspectors, and fleet managers to assess the overall condition of a vehicle and identify any issues.

In fleet management, vehicle inspection reports are integral to vehicle safety and reliability. Fleet managers use them to get information on the reliability of their fleet and address potential problems before they turn into costly breakdowns.

In this post, we’ll look at vehicle inspection reports in more detail including key components, different types, common issues they identify, documentation, and how AI-enabled agentic workflows can help companies optimize their VIRs.

What Is Checked in A Vehicle Inspection Report?

Typically, a thorough vehicle inspection will assess the interior and exterior of a vehicle. Here are some of the key components you can expect to find on an inspection checklist during a VIR:

Fluid levels: Oils, coolant, and washer
Brakes: Brake pads, rotors, and fluid levels
Tires: Tread depth, tread, pressure, and overall condition
Lights: Headlights, brake lights, turn signals, and hazard lights
Windshield and wipers: Condition of glass and wipers
Mirrors: Rearview and side mirrors for visibility and damage
Steering and suspension: Steering wheel alignment, shocks, and struts
Battery: Voltage and overall performance
Exhaust system: Leaks, emissions, and noise levels
Belts and hoses: Signs of wear, cracks, or leaks
Safety equipment: Seat belts, airbags, fire extinguishers, and emergency kits
Body condition: Any dents, scratches, or damage
Horn and alarm systems: Functionality and sound level
Transmission: Fluid level and performance

Before an inspection, the inspector might need additional information about your vehicle, such as the make, model, year, and vehicle identification number (VIN). This information is needed to maintain accurate recordkeeping of inspections.

After inspecting the ins and outs of the vehicle, the inspector may issue a pass or fail status. Passing means all components were up to spec, and failing means key components are compromised and require attention.

Vehicle inspection reports have to happen quickly, but cannot be rushed through because of how they affect driver and vehicle safety. Every extra second it takes to complete an inspection means an extra second of vehicle downtime, which impacts the efficiency of fleets and automotive rentals, for example.

Types of Vehicle Inspection Reports

There are different reasons and instances where vehicles would need to be inspected. Often, it’s done just to maintain a vehicle, but VIRs can also be necessary in other cases like on rentals or after an accident. Here’s a look at some of the different types of vehicle inspection reports.

1. Pre-Purchase Inspection

Before buying a used vehicle, the buyer should complete a pre-purchase inspection to make sure it’s in good condition. This can help identify hidden mechanical issues that a seller didn’t disclose. It’s common to check things like the engine performance, brakes, transmission, and tires, as well as signs of previous accidents or damage.

2. Pre-Rental Inspection

Before renting a vehicle, it’s a good idea to check that it’s in good condition, especially so you don’t get charged for pre-existing damages. It’s important to check for any cosmetic damage, along with tire pressure, fluid levels, lights, signals, seatbelts, and airbags, for example.

3. Routine Maintenance Inspection

VIRs should be done regularly based on mileage, seasons, or time intervals to keep vehicles in good operating condition. During these routine inspections, it’s important to check things like brakes, tires, lights, fluid levels, general engine health, and more. Fleet managers will use these routine inspections to maintain the reliability and longevity of their vehicles.

4. Post-Accident Inspection

A post-accident inspection assesses damage after a collision to determine what repairs need to be done or if the vehicle is safe to drive again. Inspectors should look at internal and external structural damage as well as compromised safety features, tire alignment issues, and damage to the engine or transmission.

Why Are Vehicle Inspection Reports Important?

VIRs are a core part of keeping vehicles, fleets, and drivers safe. They can help prevent accidents and downtime by identifying needed repairs or maintenance requirements early on before anything breaks down. With well-timed vehicle inspections, you can better protect your fleet, along with all drivers on the road.

While safety is the utmost concern and reason to complete vehicle inspection reports in a timely manner, they are also required for compliance within the automotive industry. Fleet managers must ensure VIRs are completed and recorded to avoid fines and minimize liabilities. Accurate recordkeeping is essential here.

Finally, it goes without saying that VIRs keep your fleet efficient, healthy, and reliable in the long term. Regular fleet inspections can catch small problems early and reduce the chance of expensive repairs down the line. This can extend your fleet’s lifespan and help you save money on replacements.

What Issues Typically Come Up During Vehicle Inspection Reports?

Vehicle inspections can bring up light many different issues, but there are common issues that tend to arise. Here’s a quick rundown of some reccuring problems that are often found during vehicle inspections:

Engine problems

- - What to look for: Rough idling, stalling, warning lights
  - Solutions: Regular oil changes, proper fluid levels, repairs to avoid costly engine damage

Brake issues

- - Warning signs: Squealing, grinding noises, a soft brake pedal
  - Repair options: Replacing brake pads, checking fluid levels, addressing wear on rotors

Suspension and steering

- - Typical failures: Worn shocks, uneven tire wear, difficulty steering
  - Maintenance tips: Keep an eye on alignment and regularly inspect the suspension system to prevent bigger issues

Electrical failures

- Common issues: Dead batteries, faulty lights, malfunctioning sensors
- Troubleshooting: Check wiring, fuses, battery connections, replace faulty parts

For fleet managers and automotive operators, it is essential to address these issues in a timely manner. Using technology, such as speech-enabled agentic workflows, can expedite the timeline it takes to remedy issues. Rather than assignments getting stuck on a mechanic’s desk or slipping through the cracks, so to speak, the agentic workflow software can automatically assign the attention required, so it can be addressed in real-time.

How are VIRs Recorded?

When it comes to VIRs, good record-keeping is key. It’s essential to document inspections for internal and external audits, as well as for regulatory bodies. While some companies are still stuck using pen and paper, forward-thinking businesses are turning to digital solutions. Digital recordkeeping makes documentation easier to manage and less likely to get lost.

Usually, VIRs follow a standard report format, but they can be customized to suit your fleet’s unique needs. It’s also possible to use a vehicle inspection report template to make the process easier and quicker.

The Problem with Manual Vehicle Inspection Reports

Many companies are stuck completing vehicle inspection reports manually, using pen and paper.

Doing so causes several challenges, including:

Time: Manual data entry is time-consuming. Filling out and filing paperwork leads to delays and bottlenecks, which costs businesses money.
Errors: No matter how seasoned an inspector may be, manual data entry errors are common.
Data Management: Not only is the data entry a challenge with manual vehicle inspection reports, but it also poses a challenge when it comes to data management when companies have to deal with paperwork. It’s not always easy to locate or update. Secure storage is also a risk when paperwork can easily go missing.

Optimizing Vehicle Inspection Reports with Agentic Workflows

Imagine walking around the vehicle, inspecting it, and just speaking to note things like tire pressure, fluid levels, or damages. Then, everything you say is instantly transcribed and compiled into a report, with a system to even remind you if you’ve missed a check!

Technologies like aiOla can do just that with its agentic speech-to-workflow technology. This technology is helping drivers, inspectors, and fleet managers use their voices to document issues or log their findings in real time, replacing the need to manually fill out forms.

aiOla’s capabilities cover all the bases, and then some, such as:

Accent recognition: Teams operate globally, and aiOla is here to understand all accents and regional speech patterns. The technology learns from new inputs continuously, so recognition accuracy is always improving without any retraining data needed.
Jargonic Intelligence: More than 50% of workflow language is industry-specific jargon, especially when it comes to vehicle inspection reports. aiOla’s Jargonic system knows the vocabulary without needing to be programmed.
Real-time Data Processing: Voice input, the fastest form of data entry, happens instantly with aiOla’s AI. As technicians and fleet managers speak, aiOla categorizes and connects information through workflows and connected systems. Thus, everyone is in the loop, and any relevant party that needs to take an action will be notified in an instant.
Data Security: The automotive industry is filled with regulations and compliance requirements. aiOla’s system maintains the highest level of data security and inherent encryption methods to upkeep privacy. Its WhisperNER, named entity recognition, immediately masks critical and sensitive customer data as it is spoken, leaving no room for the risk of it getting into the wrong hands.
Data Management: aiOla automatically organizes fleet reports and routes them to the right departments or systems. This keeps everything streamlined and accessible without creating piles of paperwork or requiring hours of manual data entry.

When using aiOla, fleet managers and inspectors can focus on visually inspecting a vehicle while verbally filling out a report, making the final product more accurate since it removes the distraction of manual documentation. aiOla is helping fleet managers work smarter and more efficiently, cutting out wasted resources and expensive VIR processes.

Driving Fleet Management Forward

Staying on top of VIRs is essential to the longevity and safety of your fleet. Regular inspections keep your vehicles compliant and road-ready and can help reduce costly repairs, prevent accidents, and extend your fleet’s lifespan.

With aiOla’s agentic workflows, creating a vehicle inspection report has never been simpler. Putting VIR processes in place with the help of AI will keep your fleet running smoothly and protect both your business and your drivers.

Book a demo with one of our experts today to see how aiOla can help simplify your vehicle inspection report processes.