Fleet Driver Handover Checklist

TL;DR: Standardized checklist for fleet drivers to document vehicle condition at each shift change.

How to use this checklist

Use this checklist at every driver or shift change. Follow the same photo route, record mileage, and note existing damage before the incoming driver accepts responsibility for the vehicle.

Fleet managers should define where completed records are stored and who reviews exceptions.

Complete Checklist

  1. Open CarShake and start a new scan. Confirm the correct vehicle and handover before creating the record.
  2. Photograph the front bumper and grille. Take one centered overview, then add close views of chips, scuffs, or cracks.
  3. Photograph the hood and windshield. Use an angle that shows reflections and glass clearly without heavy glare.
  4. Photograph each side panel (driver and passenger). Capture each full side first so later close-ups have clear location context.
  5. Photograph all four wheels and tires. Include the wheel face, tire sidewall, and visible curb rash for every corner.
  6. Photograph the rear bumper and trunk. Keep the whole rear in frame, including lights, lower trim, and loading edge.
  7. Photograph the interior — seats, dashboard, steering wheel. Record the main cabin surfaces and any visible stains, tears, warning lights, or loose items.
  8. Note the odometer reading. Make the display readable and retain the value with the same handover record.
  9. Document any existing damage with close-up photos. Pair every close-up with a wider view that shows exactly where the mark is.
  10. Generate the QR handover receipt. Review the summary before finalizing so vehicle and handover details are correct.
  11. Share the receipt with the other party. Send the same reference, not a separate photo selection that can drift later.
  12. Save a copy for your records. Keep the original record and related messages until the handover is fully resolved.

Before you finish

Pause and check that the record covers every side, shows any existing mark in context, and can be retrieved by the people who may need it later. If lighting or traffic made a view unclear, retake it before the vehicle leaves.

Should I use video instead of photos?

Video can add context, but clear still images are easier to compare and reference. If you record video, keep the required still views as well.

What if the other party will not participate?

Create your own record while the vehicle is still in your control, keep communication factual, and follow the business, rental, insurance, or local reporting process that applies.

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