How to Use: Review fleet logs and vehicles during downtime. Ride-along if safe. Ask manager: “Last motor vehicle record pull? Training records?” Mark High (distracted driving policy missing, accidents up), Medium (expired certifications, partial telematics), or Low (full training, zero incidents) risk. Fleet crashes are the leading cause of work deaths (1,252 in 2023 per National Safety Council); distracted driving killed 3,275 in 2023 (National Highway Traffic Safety Administration). Costs: $16 billion or more yearly (National Safety Council). Prevent with Federal Motor Carrier Safety Administration Part 391 (driver qualifications) and National Safety Council guidelines.
THE BASICS: WHY FLEETS CRASH
Fleets are moving workplaces: trucks, vans, cars—long distances, different drivers create high risk of accidents.
Top Risks (National Highway Traffic Safety Administration/National Safety Council/Federal Motor Carrier Safety Administration 2024-2025):
- Distracted driving – 3,275 deaths and 325,000 injuries in 2023; violations up 48% in 2024 (drivers looking away from the road causes crashes).
- Fatigue or speeding – 70% of fleets affected by distractions (Geotab 2025; tired or fast driving leads to loss of control).
- Impaired driving – stress affects 68% (Geotab; reduced focus from tiredness or distractions raises accident chance).
- Vehicle defects – brakes or tires fail in 30% of crashes (worn parts cause sudden stops or blowouts).
Key Numbers: Work roadway deaths down 13% in first half of 2025 (18,720 total; National Safety Council); collisions up 24% from 2023 to 2024 (Lytx). 86% see rising risk (Geotab).
Your Goal: Check drivers and keep vehicles safe—cut preventable accidents 20-30% with tracking tools like GPS.
INSPECTION CHECKLIST
DRIVER SELECTION & TRAINING CHECKLIST
Why Check: Bad hires cause 40% more crashes (Federal Motor Carrier Safety Administration)—poor skills lead to accidents.
- Motor vehicle record checks: annual, less than 3 violations or accidents in last 3 years Why: Past bad driving predicts future risks.
- Background: drug tests and Department of Transportation certifications, no driving under influence or license suspensions Why: Ensures sober, legal drivers.
- Training: Occupational Safety and Health Administration 10/30 hours or defensive driving (annual; hands-free phone policy) Why: Teaches safe habits to avoid crashes.
- Hours compliance: electronic logging device logs, no more than 11 hours driving (Federal Motor Carrier Safety Administration 395) Why: Tired drivers crash more.
- Health screens: vision and fitness checks, fatigue plans Why: Healthy drivers react faster.
VEHICLE MAINTENANCE CHECKLIST
Why Check: Broken parts cause 5% fatal crashes (National Highway Traffic Safety Administration)—worn brakes or tires lead to loss of control.
- Planned maintenance schedule: brakes and tires monthly, full check annual (logs tagged) Why: Regular fixes stop breakdowns.
- Pre and post-trip: driver inspections documented Why: Catches problems before road.
- Telematics: global positioning system and dashcams installed (harsh brake alerts) Why: Tracks safe driving.
- Load securement: straps and chains rated, no shifts Why: Loose loads tip trucks.
- Winter prep: chains, antifreeze (if applicable) Why: Slippery roads cause slides.
DISTRACTED DRIVING PREVENTION CHECKLIST
Why Check: Phones cause 68% of distractions (Teletrac 2025)—looking away even 2 seconds doubles crash risk.
- Policy: no handheld use, apps locked while moving Why: Keeps eyes on road.
- Tech blocks: auto-do-not-disturb, voice controls Why: Stops phone temptations.
- Enforcement: violations tracked, coaching sessions Why: Teaches from mistakes.
- Signs/decals: "Hands-Free Zone" in cabs Why: Reminds drivers daily.
- Monitoring: 1 min 38 sec/hour average phone use (Geotab 2024) Why: Tracks bad habits.
ACCIDENT RESPONSE & INSURANCE CHECKLIST
Why Check: Fast reports cut claims 15% (National Safety Council)—quick facts lower costs.
- Kits: first aid, camera, forms in every vehicle Why: Ready for injuries or photos.
- Protocol: stop safe, call 911, photo scene Why: Right steps save lives.
- Reporting: to Federal Motor Carrier Safety Administration if more than $25,000 damage or death Why: Legal must-do.
- Review: post-accident root cause, retraining Why: Stops repeat mistakes.
- Coverage: auto liability $1 million+, electronic logging device compliance Why: Protects from big claims.
GENERAL SAFETY CHECKLIST
Why Check: Full approach drops risks 24% (Element Fleet)—covers all dangers.
- Fleet audit: annual by third-party Why: Fresh eyes spot issues.
- Incentives: rewards for safe miles Why: Encourages good driving.
- Weather plans: route apps, delay policies Why: Bad weather causes crashes.
- Cargo hazmat: signs, spill kits (if applicable) Why: Handles dangerous loads safe.
- Electric or hybrid: charging safety, no overloads Why: New tech has own risks.
QUESTIONS TO ASK MANAGER
- “When was the last motor vehicle record check? Any red flags?”
- “Driver training—annual? Defensive or hazmat?”
- “Telematics data—harsh events reviewed?”
- “Accidents last year? Root causes fixed?”
- “Distracted policy—how enforced?”
RISK LEVELS
- High = No motor vehicle records, phone use rampant → Suggest attention immediately, fix now
- Medium = Spotty maintenance, partial training → Audit in 30 days
- Low = Logged, tracked, zero tolerance → Best practice
LCA Certified Inspector “Screen it. Train it. Track it.” Download PDF | Share via App
Resources:
- Federal Motor Carrier Safety Administration Safety Regulations (fmcsa.dot.gov)
- National Highway Traffic Safety Administration Distracted Driving (nhtsa.gov)
- National Safety Council Work Roadway Safety (nsc.org)
- Geotab Fleet Safety Report 2025
Disclosure: This guide highlights common risks but is not exhaustive. Always verify local codes and carrier guidelines.