Standard Operating Procedure (SOP) DAILY VAN INSPECTION AND DEFECT REPORT | Scribe

Standard Operating Procedure (SOP) DAILY VAN INSPECTION AND DEFECT REPORT

  • DashblindsDashblinds

Table of Contents

  1. Purpose

  2. Scope

  3. Responsibilities

  4. Procedure

  5. Health & Safety

  6. Documentation & Records

  7. Related Documents

Version: 1 Effective Date: 7th August 2025

1. Purpose

The purpose of this SOP is to describe the correct procedure for using a Dash Components company van for deliveries, ensuring vehicle safety, accountability, and on-time service.

2. Scope

This SOP applies to all Dash Components staff who are authorised to drive the company van for deliveries.

3. Responsibilities

Drivers: Conduct safety checks, follow the delivery protocol, complete online inspection forms, and report any defects.

Warehouse Manager: Monitor vehicle usage, review inspection submissions, and address maintenance issues.

Website Manager: Monitor form submissions, review inspection form submissions, and ensure collation, storage and back ups of form submissions.

4. Procedure

Please ensure that the correct vehicle is selected from the dropdown menu along with correct mileage and date.

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4.1. Pre-Use Vehicle Inspection

  • Visit: https://dashblinds.co.uk

  • Complete all required fields in the online Van Inspection and Defect Form.

  • Do not drive if a serious defect is found—report any defects immediately.

4.2. Delivering Goods

  • Follow the assigned route

  • Unload off your paperwork

  • Correct number of items

  • Check correct customer on the labels and boxes

  • Do not allow customers into the van

  • Customers to help with longer lengths

  • Ask customer to sign your white copy as complete

  • Return white copies to the office for every customer

4.3. Delivery Protocols

  • Follow the assigned route.

  • Capture delivery confirmation (signature or photo).

  • Log customer issues or failed delivery attempts. Supporting Documentation.

4.4. Post Delivery Procedure

  • Unload any returns or undelivered goods.

  • Tidy the van interior.

  • Re-fuel if tank is below half.

  • Park and lock van in designated area.

4.5. End-of-Day Wrap-Up

  • Re-check for new damage or mechanical issues.

  • Submit a second inspection form if needed.

  • Submit Delivery Sheet and notes to Logistics Manager.

5. Health & Safety

  • Follow all UK driving laws.

  • No mobile phone use while driving.

  • Take breaks during long journeys.

6. Documentation & Records

  • Online inspection records are stored automatically.

  • Delivery Sheets must be submitted daily.

  • Report all incidents or near misses immediately.

7. Revision History

  • Daily Delivery Sheet

  • Vehicle Insurance Policy

  • Health & Safety Manual