PMI checklist & Driver Defect Reporting

PMI reports and DDRs are what keep your vehicles safe and legal, so ensuring they’re done and dealt with correctly is very important.

Each PMI report needs to be checked thoroughly for any issues, ensuring that the reports are signed correctly and checking for inconsistencies. Below is our checklist. We suggest that you check the following:

  • Properly signed to confirm roadworthiness (usually two signatures are required or it is not a valid record).
  • All safety related defects have been fully rectified
  • No items compromising road safety carried over as “informed” or “monitored”
  • Tyre wear is consistent with last report; look for rotation (changing positions of tyres to even wear) and recut (gaining of several mm); note any small gains 1 – 2mm and ask was a tyre gauge used or is it guesswork? If guesswork – what else has not been properly checked?
  • All defects noted on report have been detailed in the appropriate section.
  • Date of signatures and inspection date are consistent and in accordance with planner – or an explanation filed.
  • Mileage – detailed and consistent across reports; PMI interval consistent with VOSA recommendations.
  • Location – over a pit? If on site, how often over a pit? Compare number of defects on regular PMIs with number of defects on MOT related PMI and ask how thorough the regular PMIs are.
  • DDR defects – if bulbs are being replaced, or tyres have less than 3mm tread, or visible items broken etc were these items noted on DDRs and why were they not rectified. Where applicable, notes (including disciplinary notes) should be filed in explanation.
  • Frequency of brake tests – acceptable?

Driver Defect Reports are equally important and can be checked against PMI reports. They can show when drivers are failing to do walk around checks (which are vital to keep vehicles roadworthy) or can indicate other issues. The things to look out for are:

  • Ticking of items not applicable to the vehicle (e.g. fifth wheel & electrical connections on a rigid vehicle).
  • Failure to note advisories (windscreen chips, tyres at 3mm, minor damage).
  • Existence of faults on PMI (as above).
  • Incorrect completion of form (advisories listed as defects or vice-versa; defects not signed off as rectified; inconsistencies across daily reports for same vehicle).

We also have factsheets detailing a procedure to be followed when a mechanic notices a DDR reportable fault on a PMI; that factsheet can be accessed here.

If you want more advice on compliance we can offer auditing and compliance advice, click here.

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