Company Vehicle Maintainance

Department: Tool Department 

Topic: Company Vehicles 

Process: Maintenance 

Objective 

The process for performing regular and preventive maintenance on company vehicles to ensure they remain in safe, operational condition, reduce downtime, extend the lifespan of the fleet, and comply with safety and regulatory requirements.  

Things to Consider 

This applies to all company vehicles, including cars, trucks, vans, and specialized vehicles used for business purposes. It covers regular maintenance checks, inspections, repairs, and documentation required to keep vehicles in optimal condition.  

Maintenance 

• Establish Maintenance Schedule 

• Create Vehicle Maintenance Plan: 

• The Equipment Administrator will establish a maintenance schedule for each company vehicle based on the manufacturer’s recommended intervals (oil changes, tire rotations, break checks, etc.) and operational usage (high-mileage vehicles may require more frequent maintenance).  

• The schedule should include both preventive and corrective maintenance, along with specific tasks to be performed at each interval (daily, weekly, monthly or annually). 

• Vehicle Miles or Time-Based Maintenance: 

• Maintenance should be scheduled based on either the mileage or time interval, which ever comes first. For example: 

• Oil changes every 5,000 miles or 6months 

• Tire Rotations every 10,000 miles or 12 months 

• Brake inspections every 12,000 miles or annually 

• Additional checks and services may be required for vehicles operating in harsh conditions (extreme temperatures, off-road conditions). 

• Performing Routine Preventive Maintenance 

• Pre-Operational Checks (Daily/Before Use): 

• Drivers should conduct daily vehicles check before using a company vehicle. This includes: 

• Exterior check: Inspect the condition of the vehicle’s body, windows, mirrors, lights, and tires.  

• Fluid Levels: Check oil, coolant, brake fluid, and windshield wiper fluid levels.  

• Tires: Inspect tire pressure and tread depth. Ensure tires are properly inflated according to manufacturer specifications.  

• Lights and Signals: Verify that headlights, brake lights, turn signals, and hazard lights are working.  

• Windshield Wipers: Ensure that wipers are functioning properly and that wiper blades are in good condition. 

• Regular Maintenance Tasks (scheduled at intervals): 

• Oil and Filter Change: Perform oil changes as per the manufacturer’s recommendation (typically every 5,000 miles or when the percentage life is below 15%). This includes replacing the engine oil filter and checking for leaks.  

• Tire Rotation and Balancing: Rotate tires every 10,000 miles to ensure even wear 

• Brake Inspections: Inspect brake pads, discs, and fluid levels every 12,000 miles or during every rotation.  

• Replace brake pad when they are worn below the recommended thickness. 

• Air Filter Replacement: Replace the engine air filter every 12,000-15,000 miles or as needed.  

• Fluid Checks: Regularly check and top off fluid levels, including coolant, transmission fluid, power steering fluid, and brake fluid.  

• Battery Check: Inspect the battery every 12 months for corrosion, leaks and charge level.  

• Clean terminals and replace if necessary.  

• Alignment and Suspension Checks: Inspect the alignment and suspension systems annually or if the vehicle exhibits poor handling, unusual tire wear, or alignment issues.  

• Lights and Electrical System: 

• Inspect headlights, taillights, turn signals, and brake lights, regularly for functionality. 

• Replace any malfunctioning bulbs immediately to ensure vehicle safety.  

• Corrective Maintenance and Repairs 

• Identifying Maintenance Needs: 

• Any issues or malfunctions identified during pre-use checks, routine inspections, or while driving the vehicle should be reported to the Tool Department immediately.  

• Common vehicle issues that may require corrective maintenance include: 

• Engine problems (overheating, stalling, unusual noises) 

• Brake issues (squealing, reduced stopping power) 

• Electrical Failures (dead battery, malfunctioning lights) 

• Steering and suspension problems 

• Schedule Repairs Promptly: 

• Any corrective maintenance should be performed as soon as possible to avoid further damage or safety hazards. 

• The vehicle should be temporarily taken out of service until repairs are completed, particularly if the issue impacts vehicle safety or operational ability (brake failure, engine issues). 

• Use of Approved Parts: 

• When performing corrective maintenance or repairs, use only manufacturer-approved parts to maintain vehicle performance and safety standards. 

• Maintenance Documentation and Record-Keeping 

• Maintain Vehicles Maintenance: 

• Keep a detailed maintenance log for each company vehicle, including: 

• Maintenance tasks performed (oil change, tire rotation, brake inspection) 

• Date and mileage at the time of service 

• Parts replaced and repairs conducted 

• Service provides details  

• Any corrective actions taken 

• The log should be updated after every service or repair.  

• These Documents need to be given to The Tool Department.  

• Regular Maintenance Review: 

• The Tool Manager should review each vehicle’s maintenance log periodically to identify trends (frequent repairs) or potential issues that may require attention. 

• Based on the maintenance records, the manger should also assess if the vehicle requires replacement due to age, wear, or high repair costs.  

• Fleet Maintenance Reports: 

• Generated periodic fleet maintenance reports (monthly or quarterly) that summarize the condition of all vehicles, the maintenance performed, and upcoming maintenance needs. 

• Vehicle Cleaning and Detailing 

• Regular Cleaning: 

• Ensure company vehicles are washed regularly to maintain their appearance and protect the body from dirt, road salt, and other elements that may cause long-term damage. 

• Clean windows, mirrors, and lights to ensure clear visibility and safety.  

• Our vehicles are a billboard for our company.  

• Interior Maintenance: 

• Clean and vacuum the vehicle’s interior regularly, including seats, floor mats, and dashboard, to maintain comfort and hygiene. 

• Ensure that seat belts, airbags, and other safety features are clean and functional. 

• Vehicle Replacement  

• Assessing Vehicle Condition: 

• Once a vehicle reaches the end of its use or becomes too expensive to maintain (based on its age, repair frequency, or the of repairs) The Tool Department will assess whether the vehicle should be replaced or retired from service. 

• Regularly evaluate the Fleet’s age and performance to plan for vehicle replacement before breakdowns or accidents occur. 

• Fleet Lifecycle Management: 

• Establish a vehicle lifecycle management plan, considering the expected mileage, maintenance history, and age of each vehicle. Schedule replacements in advance to avoid unplanned downtime.