Truck Pre-Start Checklist Template (Digital & PDF)
A truck pre-start checklist is a mandatory daily inspection that heavy vehicle drivers must complete before operating a vehicle. It ensures roadworthiness, compliance with National Heavy Vehicle Regulator (NHVR) standards, and chain of responsibility (CoR) obligations.
While paper templates are common, digital pre-start checklists (like DIGI CLIP) are becoming the industry standard because they provide time-stamped evidence, instant defect alerts, and a searchable audit trail.
At a Glance: What Must Be Checked Daily?
| Inspection Area | Critical Items to Verify |
|---|---|
| 1. Brakes & Air Systems | Warning indicators/gauges operational; air tank drain valves where fitted; air pressure build-up; audible leaks. |
| 2. Wheels, Tyres & Hubs | Inflation/condition/tread depth (meets minimum legal requirements); wheel security and nut tightness; hub seal leaks. |
| 3. Couplings (Trailers & Combinations) | Fifth wheel/ballrace secure; towbar/drawbar/couplings secure; conduct tug test for combinations; safety chains intact. |
| 4. Structure & Body Condition | Panels/structures secure; gates and load restraints in place; no damage to chassis or frame. |
| 5. Mirrors | Present, secure, undamaged, with clear rear view on both sides. |
| 6. Lights & Reflectors | All vehicle/clearance lights working; lenses/reflectors present and in good condition; headlights, indicators, brake lights, reverse lights. |
| 7. Windscreens & Windows | Windows operational; wipers/washers effective; primary vision area within damage limits; no large cracks. |
| 8. Engine, Driveline & Exhaust | Check for fluid leaks (oil/fuel/coolant/hydraulic/brake); exhaust secure and not damaged. |
| 9. Horn | Horn operational and audible. |
Compliance Note: Under the Heavy Vehicle National Law (HVNL), "tick and flick" inspections are not a defence. Operators must demonstrate that a system is in place to ensure vehicles are safe before they hit the road.
Free Truck Pre-Start Checklist Template
You can copy this structure for your paper logbooks, or digitise it instantly with DIGI CLIP to add photo evidence and required fields.
| Category | Item to Check | Status | Action if Failed |
|---|---|---|---|
| Documentation | License, Work Diary, Mass/Dimension Permits | Pass / Fail | Do not drive without valid docs. |
| Engine Bay | Oil, Coolant, Power Steering Fluid, Belts | Pass / Fail | Top up fluids or report leak. |
| Vehicle Exterior | Panels, Mirrors, Wipers, Horn, Windscreen | Pass / Fail | Clean or replace broken items. |
| Lights & Electrics | Headlights, Indicators, Brake Lights, Reverse Squawker | Pass / Fail | Replace bulb or check fuse. |
| Brakes | Parking Brake, Foot Brake feel, Air Pressure warning | Pass / Fail | CRITICAL: Do not operate. |
| Wheels & Tyres | Wheel nuts tight, Tyre tread meets minimum legal requirements, Pressures | Pass / Fail | Retorque nuts or replace tyre. |
| Trailer Coupling | Connections (Air/Elec), Fifth Wheel/Pin locked, Legs up | Pass / Fail | Re-couple and test. |
| Load Restraint | Straps/Chains tensioned, Curtains buckled, Gates seated | Pass / Fail | CRITICAL: Secure before moving. |
Download: Pre-Start Checklist PDF Template
Need a printable version? Download our free PDF checklist template ready to use in your fleet.
Print-ready • A4 format • Free to use
Why Paper Checklists Are Putting You at Risk
Many fleets still rely on paper checklist books (triplicate pads). While they are better than nothing, they introduce significant compliance blind spots:
- The "Ghost" Inspection: Drivers can fill out a week's worth of paper pages in 5 minutes while sitting in the lunchroom. You have no proof the truck was actually inspected.
- Slow Defect Reporting: A "failed indicator" noted on paper might not reach the mechanic until the truck returns to the depot days later.
- Illegible Handwriting: If an auditor asks for maintenance records from 6 months ago, can you read the driver's notes?
- No Photo Evidence: Writing "tyre worn" is vague. A photo of the tyre tells the workshop exactly what is needed.
The Digital Advantage (DIGI CLIP)
Switching to a digital pre-start app solves these problems instantly:
- Geo-Time Stamping: Prove where and when the check was done.
- Mandatory Photos: Force drivers to snap a photo if they select "Fail" on a critical item.
- Instant Alerts: Mechanics get an email notification the second a defect is logged.
- Cloud Storage: Search your entire fleet's inspection history by Rego or Date in seconds.
How to Implement a Digital Pre-Start Workflow
Rolling out a new system doesn't have to be hard. Here is the proven workflow used by DIGI CLIP clients:
- Customise Your Template: Use our pre-built NHVR template or add custom fields specific to your fleet (e.g., "Check Crane Stabilisers" or "Inspect Fridge Unit Temp").
- Driver Completes Check on Mobile: The driver opens the DIGI CLIP app (iOS/Android). They walk around the truck, ticking off items. If they find a fault (e.g., cracked mirror), the app prompts them to take a photo.
- Submit & Sync: The driver signs the screen and hits submit. The report uploads to the cloud immediately. (Works offline too—syncs when back in range).
- Automate the Fix: If a defect was found, it automatically logs into the Action Register. The fleet manager assigns it to a mechanic, and the driver gets notified when it's closed out.
Frequently Asked Questions
Is a digital checklist legal in Australia?
Yes. The NHVR and WHS regulators accept electronic records as long as they are accurate, legible, and accessible. Digital records are often preferred because they offer better audit trails (time-stamping) than paper.
How often must a heavy vehicle pre-start be done?
A pre-start check must be completed daily (every 24 hours) or before the vehicle is driven by a new driver.
What happens if a driver misses a check?
With DIGI CLIP, fleet managers can see a dashboard of completed checks. If a truck is active but no pre-start has been lodged, you can follow up immediately—before it becomes a compliance breach.
Can I export the checklists for an audit?
Yes. You can export all pre-start records as PDF or Excel (CSV) files. This is essential for NHVAS audits and Chain of Responsibility demonstrations.
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