Preventative Maintenance Inspections: Who Do They Concern?

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Updated 03/08/2023

Carrying out Preventative Maintenance Inspections (PMIs) is essential when ensuring your fleet is fully operational and free of safety defects. They should be carried out routinely, and are a requirement under HGV and PSV operator licences. A PMI, also known as a Preventive Maintenance Inspection, can help reduce downtime and keep vehicles on the road for longer, and when paired with daily checks, they can reduce the risk of accidents on the road. But who is responsible for carrying out a preventative maintenance inspection?

In this guide, we will explore who is responsible for carrying out PMIs, the different types of preventative maintenance, and how often a PMI should be carried out. We will also discuss what should be checked during a PMI, and how digital fleet management at AssetGo can help.

A large truck and wheels being worked on by a repairman

Who Is Responsible for Preventative Maintenance Inspections?

There is no set person who should carry out your PMIs, as long as they are competent enough to carry out a thorough examination. The individual or group carrying out your preventative maintenance inspections could be external or internal within your company; for example, you could send your fleet to a garage, or have mechanics in-house who can carry out your PMIs.

Once you have decided who will carry out your inspections, you should let the Traffic Commissioner know who they are and whether you have a contract with an external provider. To keep on top of your PMI scheduling, consider easy-to-use digital fleet management software to make the process easier.

What are the Different Types of Preventative Maintenance?

Fleet managers can ensure that their vehicles are up to standard by performing four important variations of preventative maintenance; time-based, usage-based, predictive and prescriptive. These types of preventative maintenance can be performed at the same time, and also apply to machinery and equipment within the workplace.

Time-based maintenance

Also known as a periodic maintenance inspection, this type of regular maintenance is carried out routinely on a set time frame. This is the most common form of preventative maintenance, and is scheduled every four to six weeks depending on the vehicle’s mileage and age. When carried out alongside your daily walkaround checks, this planned maintenance can ensure that your fleet is as safe as possible.

Usage-based maintenance

This type of maintenance work is based on how frequently the vehicle is used. For instance, if a defect or potential issue is identified during a daily check due to usage, such as tyre wear, the vehicle will be sent for usage-based maintenance to avoid costly repairs further down the line.

Predictive maintenance

This particular fleet maintenance aims to prevent safety issues and defects before they occur. Each vehicle must be inspected to identify whether maintenance will need to be scheduled to prevent potential problems. These potential issues could be identified during the driver’s daily checks and can help avoid unexpected repairs.

Prescriptive maintenance

If you need more information as to why a defect has occurred or why a fault is happening, prescriptive maintenance management enables you to evaluate your options and determine the best course of action for repair.

A service technician inspecting the back end of a large truck

How Often Should Preventative Maintenance Inspections Be Carried Out?

Vehicles over 12 years old should have preventative maintenance inspections carried out every six weeks to ensure they are safe to drive. Vehicles that cover 160,000 miles a year or more with a consistently heavy load must be periodically inspected every four weeks. Failure to carry out these checks and follow a maintenance schedule could result in issues with your HGV or PSV licence.

Vehicles that don’t travel as far, or are younger than 12 years old, will still need to be routinely checked. By carrying out daily walkaround checks, drivers can identify any potential hazards that may occur. Fleet managers can then send their vehicles for usage-based or predictive maintenance if this is needed before scheduled preventative maintenance.

No matter which preventative maintenance inspection needs to be carried out, keeping track of maintenance and scheduling can be difficult to get on top of. By using our digital fleet management system at AssetGo, you can schedule your fleet maintenance electronically, allowing you to easily access your calendar and book in vehicles for their regular inspection when needed. To find out more about our digital maintenance system and app, contact our team today.

What Should the Responsible Person Check for During a Preventative Maintenance Inspection?

PMIs are similar to daily checks, but they are a lot more thorough and can take place after a defect has been identified. When carrying out a PMI, the responsible person within your company, or your external maintenance team, should check the inside and outside of the vehicle. If the PMI involves a defect that has already been identified, the PMI should also aim to remedy the issue.

The interior and exterior checks that need to be carried out include:

  • The cab
  • The cooling, oil and electrical systems
  • The engine
  • Leaks
  • The brakes
  • The tyres
  • The body of the vehicle and trailer to check for damage

These PMIs and relevant checks ensure that the vehicle is roadworthy, keeping the driver and other road users safe. If the vehicle fails its scheduled maintenance and a safety defect is found, it must be sent for corrective maintenance before it can be driven on the road again.

How Digital Fleet Management at AssetGo Can Help

All PMIs need to be booked and scheduled accordingly, which can be difficult to communicate and keep track of. With our digital vehicle management system, drivers and fleet managers can schedule and manage all workshop activities, including PMIs, repairs, and services. All maintenance can be scheduled on an easy-to-access digital calendar, which all relevant people within your company can access.

To find out more, or to request a demo of our digital fleet management system, please get in contact with us today.

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