Describe your fleet and defect process. Makeform creates a driver-friendly post trip inspection form for mileage, condition, photos, and maintenance follow-up.
Send inspection records to Google Sheets, Slack, and Zapier.
Sample prompts for the builder
Choose a prompt, adjust it for your vehicles, then send it to the builder.
Audience
Local delivery drivers ending a daily route
Format
Mobile checklist with defect branching
Prompt size
340 chars
Example form structure
Mobile checklist with defect branching
Driver, route, and vehicle unit
Ending odometer and fuel level
Exterior and operating condition
Defect details, photo, and status
Suggested routing tags
No defects
Monitor
Remove from service
Ask drivers to distinguish a new defect from a previously reported one, so the maintenance queue does not fill with duplicate reports.
Step 1
Identify
driver, unit, route, and return time
Step 2
Inspect
vehicle systems, cabin, and equipment
Step 3
Report
defect details, severity, and photos
Step 4
Route
clear for dispatch or send for review
Why inspect after every trip
Capture fresh defects while the trip is clear, and give the fleet team structured information.
Required choices keep tires, lights, leaks, body, safety equipment, and cabin condition from being skipped.
Conditional questions request location, symptoms, severity, and photos only after a failed check.
Route issues with vehicle ID and suggested status to the fleet inbox for assessment.
Adapt it to the operation
Start with a familiar vehicle type, then adjust its checks and response choices.
Capture mileage, fuel, cargo condition, damage, and readiness for tomorrow's route.
Check doors, belts, exits, accessibility equipment, cabin cleanliness, and lost property.
Separate unit IDs, then check coupling gear, tires, lights, brakes, and securement equipment.
Combine vehicle condition with tool return, restocking, cleanup, and technician notes.
Build the workflow
Generate, tailor, test, and share one dependable form with drivers.
Name vehicle classes, identifiers, checks, recipients, and specialized equipment.
Use clear choices and show details or photos for failed items.
Run clean and failed scenarios, checking labels, taps, and issue detail.
Publish a link or QR code and route records for manager review.
Choose the right closeout
Every inspection ties a driver and unit to consistent checks and a defect path.
Field guide
Build the form around six practical groups. Keep routine answers fast, but collect enough context for a fleet manager to understand and prioritize an exception.
Driver and trip
Identify who had the vehicle and what assignment ended. Dropdowns keep driver, route, and terminal names consistent.
Vehicle identity
Use the identifier shown on the asset. Capture tractor and trailer numbers separately so defects follow the right equipment.
Condition checklist
Arrange checks in walk-around order. Pass, fail, and not-applicable answers make each system independently reviewable.
Defect detail
A failed item should open focused follow-up fields for location, symptoms, timing, and changes during the trip.
Photos and attachments
Photos can show damage location, warning messages, tire condition, or leaks. Request wide and close views when useful.
Disposition and handoff
Let drivers suggest a status while the fleet reviewer decides dispatch and repair. Routing separates routine observations from urgent concerns.
Related tools
Pair closeout with inspections, repairs, maintenance, incidents, and driver evaluation.
Build condition checks for cars, vans, trucks, or specialized assets.
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Open toolScore observations consistently during a driver's road evaluation.
Open toolFAQ
Practical answers for fleet managers replacing paper checklists and unstructured end-of-shift messages.
It is a checklist a driver completes after a route. It connects the driver, vehicle, mileage, condition checks, and any defect details or photos in one record.
Include driver, trip, unit numbers, completion time, mileage, fuel or charge, warnings, exterior and operating checks, safety gear, defect details, suggested status, and driver acknowledgment.
Arrange short pass, fail, and not-applicable choices in walk-around order. Show defect details and photo uploads only after a failed check, then test the form on a phone.
Yes. Add uploads after failed checks. Request a wide photo for location and a close photo for body damage, tire wear, a warning display, or a visible leak.
Yes. Use conditional sections for trailers, lifts, refrigeration, accessibility equipment, electric-vehicle charge, or other specialized systems while keeping shared checks consistent.
Route urgent reports to the designated reviewer. The fleet's authorized decision-maker should assess whether the vehicle is dispatched, monitored, repaired, or removed from service.
Yes. Makeform provides unlimited free forms and responses. You can generate, edit, publish, and reuse the inspection form across trips. The paid tier removes the Makeform badge.
Responses can land in the Makeform inbox and connect to Google Sheets, Slack, or Zapier. Vehicle, defect, and priority fields help the fleet team filter and assign follow-up.
Make every return a clear fleet handoff.
