Daily van checks for trades: DVSA list, printable sheet and a WhatsApp photo log

Quick answer

• You are responsible for making sure your work van is safe to drive. DVSA expects a walkaround check before first use every day it’s in service. See GOV.UK guidance for vans and HGVs.
• Keep it to 3 minutes: tyres, lights, mirrors/windows, screenwash wipers, brakes/handbrake feel, load secure, number plates clean.
• Record defects and fix before driving. Keep a log (paper or digital) and keep it for at least 15 months if you operate under an O-licence; for small trade vans, keep 3 to 6 months as good practice.

Links: Carry out van daily walkaround checks, Guide to maintaining roadworthiness, Securing loads on goods vehicles.

Who this is for

• One to ten-van outfits (plumbing, heating, electrical, roofing, joinery, locksmiths, glazing, maintenance)
• Subcontractors sending engineers direct to site
• Office managers looking for a quick, auditable process without new software

Related reads: Lone worker check-in system for construction: QR and WhatsApp setup, Build a simple compliance dashboard in Google Sheets.

What the DVSA expects

• A walkaround safety check before the first journey each day the vehicle is used.
• Defects must be reported in writing and fixed before driving.
• Keep evidence of checks and defects. For operators, DVSA expects a check within every 24-hour period the van is in service.

Useful sources: DVSA van checks, Guide to maintaining roadworthiness.

Printable one-page checklist

Copy this to A4 and keep in the cab. Add your company name at the top.

• Vehicle reg, mileage, driver name, date
• Exterior
  • Tyres: damage, pressure, tread depth
  • Lights and indicators: all working, lenses clean
  • Mirrors and windows: clean, not cracked, secure
  • Windscreen and wipers: clean, no damage, washers working
  • Number plates: clean and secure
  • Bodywork and doors: no sharp edges, doors shut and latch
  • Leaks: no fuel/oil leaks under van
  • Exhaust smoke: excessive smoke check on start
• In cab
  • Seatbelts: condition and latch
  • Horn: working
  • Steering: free movement, no knocks
  • Brakes: foot and handbrake feel normal at low speed
  • Warning lights: no unexpected lamps after start
• Load and kit
  • Load secure: straps, racking, roof rack tight, within weight
  • Safety kit: triangle, hi-vis, first aid where required
• Defects found? Record below and do not drive until fixed

Reference: GOV.UK van walkaround checks.

Step-by-step: a 3-minute check that actually happens

• 60 seconds round the outside: tyres, lights, plates, mirrors/windows, doors shut.
• 30 seconds under bonnet: screenwash top-up glance, obvious leaks.
• 30 seconds in cab: belts, horn, steering free, warning lights.
• 60 seconds moving: roll a few metres, test brakes and handbrake; listen for knocks.

Tip: Make it a habit when loading up. Put the checklist on the sun visor.

Set up a WhatsApp photo log (simple and free)

You’ll create a group called “Van Checks” with the office number. Each morning send 3 photos plus quick text. This creates a timestamped record in minutes.

• Photo 1: Front of van with reg and driver selfie thumbs up
• Photo 2: Rear doors open showing secured load
• Photo 3: Tyre close-up with a coin for tread depth reference
• Text: “AB12 CDE, 102,345 miles, no defects” or list defect

Faster filing: see our guide to auto-file WhatsApp photos to Google Drive job folders and adapt it for a “Van Checks” Drive folder.

Data note: WhatsApp Business is widely used in UK trades. Keep messages professional and avoid personal data beyond the reg/mileage.

Load security basics for trades

• Racking: fix to manufacturer points; no wobble
• Straps: rated ratchet straps for cylinders, ladders, copper; no bungees for heavy items
• Roof: ladder clamps locked; add a secondary strap on motorways
• Weight: know your payload; include people, fuel and kit
• High-risk items: gas cylinders upright, ventilated, valve caps on

Guidance: Securing loads on goods vehicles.

Video: Official DVSA van walkaround checks

This is the official DVSA two-part video. Good to show new starters.

• Outside checks: https://www.youtube.com/watch?v=OXSPqyPDZJs
• Inside checks: https://www.youtube.com/watch?v=Jyp2LeuceGE

Troubleshooting and common fails

• Tyres under 1.6 mm. Keep a 20p coin in the cab and check weekly. Replace early on steer axle.
• Screenwash empty. Top up weekly and before long trips.
• Number plate dirty. Quick wipe. ANPR and cameras need to read it.
• Load shifts when braking. Upgrade to proper racking and ratchet straps.
• Warning light on. Don’t ignore. Photograph light and report; arrange fix before using.

What are people saying on Reddit?

• General advice threads highlight tyres, fluids and warning lights as the essentials to check before driving. Example: https://www.reddit.com/r/VanLife/comments/11273ws/what_are_some_things_to_check_in_your_van/

FAQ

Is a daily check a legal requirement for vans?

DVSA expects a daily walkaround check for commercial vehicles in service. You are legally responsible for the van being roadworthy. See GOV.UK van checks and the roadworthiness guide.

How long should I keep the records?

Operators keep at least 15 months. For small trade vans without an O-licence, 3 to 6 months is sensible, and longer if you have incident history or insurance asks for it.

Do I need a special app?

No. Paper sheets, photos, or a WhatsApp group with timestamps are fine. If you want an app later, look for DVSA Earned Recognition compatible systems.

What counts as a defect?

Anything that could affect safety or legality: tyre damage, cracked mirror, blown lamp, loose load, warning lights, leaking fluids. If in doubt, log it and get it checked.

Can I drive if I find a defect?

Not until it’s fixed if it affects safety or legality. Record it and arrange repair. Minor issues like low washer fluid should be topped up before driving.