Vehicle Safety Checklist for Work Fleets

Quick answer: Work vehicles are plant under WHS legislation. Employers and PCBUs must ensure vehicles are registered, roadworthy, and maintained, that drivers are licensed and fit for duty, and that loads are properly restrained. For heavy vehicles, Chain of Responsibility obligations apply to everyone in the supply chain.

Last reviewed: June 2026 by the BlueSafe Technical Team. Reflects current Model WHS Regulations and Heavy Vehicle National Law.

Vehicles are one of the leading causes of workplace fatalities in Australia. Whether your fleet consists of a single tradesperson's ute or dozens of heavy vehicles, the same principle applies: a vehicle that is not maintained, operated by a fatigued or unlicensed driver, or loaded incorrectly is not just a traffic risk — it is a WHS hazard and a legal liability.

This checklist covers the key vehicle safety requirements under the Model WHS Regulations and, for heavy vehicles, the Heavy Vehicle National Law (HVNL). Use it alongside a vehicle-specific pre-start checklist completed before every shift.

1. Registration and Roadworthiness

All vehicles in the fleet have current registration.
A roadworthy certificate (or equivalent) has been obtained where required by the relevant state or territory.
Compulsory Third Party (CTP) insurance is current for each vehicle.
Vehicles are not operated with an expired registration.
A process is in place to track registration renewal dates before they lapse.

2. Tyres

Tread depth meets the minimum legal requirement (1.5 mm across the full width of the tyre).
Tyre pressure is checked regularly and inflated to the manufacturer's specification.
Tyres are free from cuts, bulges, uneven wear, or visible damage.
Spare tyre (where fitted) is in serviceable condition and correctly inflated.
Tyres are appropriate for the vehicle's load rating and intended use.

3. Brakes

Service brakes function correctly and vehicle stops within a safe distance.
Handbrake/park brake holds the vehicle on a gradient.
Brake fluid level is within the normal operating range.
No brake fade, grinding, pulling, or unusual pedal feel is present.
Heavy vehicles: air brake system is checked in accordance with the manufacturer's procedure before departure.

4. Lights and Signals

Headlights (low and high beam) are operational.
Tail lights, brake lights, and reversing lights are operational.
All indicator/turn signals function correctly.
Hazard lights function correctly.
Number plate lights are operational.
Warning lights on the dashboard are not illuminated (or have been investigated and cleared).
Lights are clean and lenses are not cracked or yellowed.

5. Mirrors and Visibility

All mirrors are present, secure, and correctly adjusted.
Windscreen is free from chips, cracks, or damage in the driver's line of sight.
Windscreen wipers and washers are operational.
Demister is operational.
Reversing camera or sensors (where fitted) are functional.
Heavy vehicles: additional required mirrors (e.g., wide-angle, convex) are fitted and adjusted.

6. Fluids and Engine

Engine oil level is within the normal operating range.
Coolant level is within the normal operating range.
Windscreen washer fluid is topped up.
Power steering fluid level is within the normal operating range (where applicable).
No fluid leaks are visible under the vehicle.
Battery connections are secure and the battery is in serviceable condition.

7. Seatbelts

All seatbelts are present, retract correctly, and latch securely.
Webbing is not frayed, cut, or damaged.
Seatbelt buckles and tongue mechanisms operate smoothly.
Drivers and all passengers are required to wear seatbelts at all times the vehicle is in motion.
A written policy confirming the seatbelt requirement is in place and communicated to drivers.

8. First Aid and Fire Extinguisher

A first aid kit is carried in the vehicle and is stocked in accordance with your WHS requirements.
The first aid kit has been inspected and restocked within the last 12 months.
A fire extinguisher appropriate for the vehicle type is fitted and accessible.
The fire extinguisher is within its service date (check the tag).
Drivers know the location of the first aid kit and fire extinguisher and how to use them.

9. Load Restraint

All loads are restrained in accordance with the Load Restraint Guide (National Transport Commission).
Restraint equipment (straps, chains, nets, tie-downs) is in good condition and rated for the load.
The load does not exceed the vehicle's Gross Vehicle Mass (GVM) or axle limits.
The load is evenly distributed and does not shift the centre of gravity dangerously.
Loads are checked after every stop and whenever the vehicle changes speed or direction significantly.
Loads that could fall from the vehicle are covered or netted.

Chain of Responsibility note: Under the HVNL, loaders, packers, and schedulers share legal responsibility for load restraint on heavy vehicles. It is not solely the driver's responsibility. See the Heavy Vehicle SWMS Guide for more detail on CoR obligations.

10. Driver Licence and Authorisations

All drivers hold a current, valid driver's licence appropriate for the class of vehicle they are operating.
Licence class and any conditions (e.g., automatic only) are checked before assigning a driver to a vehicle.
Licence expiry dates are recorded and checked before each assignment period.
Drivers operating heavy vehicles hold the correct class of licence (e.g., MR, HR, HC, MC).
Any required endorsements (e.g., dangerous goods, forklift attachment) are current.
A copy of each driver's licence is held on file.

11. Fatigue Management

Driving shifts comply with the applicable work and rest hour requirements (Heavy Vehicle National Law for heavy vehicles; general WHS duty of care for light vehicles).
Drivers are not rostered for extended shifts that impair alertness.
A fatigue management policy is in place and signed by all drivers.
Drivers are trained to recognise the signs of fatigue and know to pull over and rest.
Travel routes and schedules do not place unrealistic time pressure on drivers.
Driving is not scheduled during the highest-risk fatigue periods (2–6 am and 2–4 pm).
Heavy vehicles: driver work diaries or electronic work diaries are completed and records are retained for the required period.

12. Pre-Start Inspection Process

A documented vehicle pre-start checklist is completed by the driver before every shift.
Completed pre-start records are retained for audit purposes.
Defects identified during a pre-start check are recorded and the vehicle is taken out of service until repaired.
Drivers have been trained in how to complete the pre-start check correctly.
Supervisors review pre-start records regularly.

13. Servicing Schedule and Maintenance Records

A scheduled maintenance programme is in place for every vehicle, based on the manufacturer's service intervals.
Service records are documented and retained for each vehicle.
Vehicles are not operated when a scheduled service is overdue.
Breakdowns and repairs are recorded in the fleet maintenance register.
Tyres are rotated and/or replaced in accordance with the scheduled maintenance programme.
Heavy vehicles: vehicles are maintained in accordance with the National Heavy Vehicle Accreditation Scheme (NHVAS) where applicable.

Chain of Responsibility: A Summary for PCBUs

Under the Heavy Vehicle National Law, Chain of Responsibility (CoR) obligations apply to any party who can influence, or who does influence, the actions of a heavy vehicle driver or the operation of a heavy vehicle. This includes:

Employers and operators who own or manage heavy vehicles.
Schedulers who set departure times or delivery windows.
Consignors and consignees who load or accept freight.
Loading managers who direct how loads are packed or restrained.

Each of these parties has an independent duty to ensure, so far as is reasonably practicable, that they do not cause or encourage a driver to exceed speed limits, drive while fatigued, or carry an overloaded or improperly restrained load.

Penalties for CoR breaches can be substantial, including significant fines and, in serious cases, imprisonment. The key principle is that not being the driver is not a defence.

For guidance on preparing WHS documentation for heavy vehicle operations, see the Heavy Vehicle SWMS Guide.

Frequently asked questions

Who is responsible for vehicle safety under WHS legislation?

The PCBU has a primary duty of care to ensure work vehicles are safe and without risks to health. Under the Heavy Vehicle National Law, Chain of Responsibility obligations extend that duty to anyone in the supply chain — schedulers, loaders, consignors, and managers — who can influence how a heavy vehicle is operated.

How often should a vehicle pre-start checklist be completed?

Before every shift or journey. The check takes only a few minutes and creates a documented record that the vehicle was in a safe condition when taken out. If a defect is found, the vehicle must be taken out of service until it is rectified.

What is Chain of Responsibility (CoR) and does it apply to my business?

CoR is a framework under the Heavy Vehicle National Law that makes every party in the supply chain responsible for heavy vehicle safety — not just the driver. If your business directs, requests, or relies on heavy vehicle transport (vehicles over 4.5 tonnes GVM), CoR obligations likely apply even if you do not own or drive the vehicles.

What should I do if a vehicle fails a pre-start check?

Remove the vehicle from service immediately and tag it out. Arrange a mechanical inspection and do not return the vehicle to service until repairs are completed and documented. Record the defect and the corrective action in your fleet maintenance register.

Keep your fleet documents current

Maintaining a safe fleet requires more than a one-off checklist. Up-to-date policies, pre-start forms, maintenance registers, and driver induction records are all part of a functional WHS system.

Need vehicle safety documents and registers for your fleet? Explore BlueSafe Online.

This article provides general WHS guidance only. It does not constitute legal advice. Requirements may vary by state, territory, and vehicle class. Always verify obligations with the relevant regulator and seek qualified legal advice for your specific circumstances.