Truck Rental Inspection

How a truck inspection form can improve your truck rental business

Incorporating digital truck inspection forms into your daily rental operations can significantly improve your truck rental business.

After all, having your drivers file a daily truck inspection form keeps them accountable. It also helps you make better operational decisions since you can track your fleet’s availability and condition.

Plus, using a truck inspection app lets you go paperless through digital forms, reducing manual, inefficient methods and streamlining your processes.

If you haven’t started using digital truck inspection forms, continue reading to learn more about how the digital forms can massively impact your truck rental business.

Table of Contents

  • Act on potential problems immediately
  • Keep drivers safe and accountable
  • Reduce the maintenance cost of your fleet
  • Improve fleet efficiency
    • Keep up with repairs
    • Encourages personnel to handle equipment better
    • Avoid needlessly taking on too much work
  • Key takeaways

Act on potential problems immediately

Keeping your truck inspection records up-to-date helps you detect and address any potential problems before they escalate and cause serious damages to your truck rentals.

However, while having updated truck records help you manage your fleet more effectively, manually updating them requires more effort and involves mountains of paperwork to sift through as your fleet grows. 

Use a robust truck inspection app to manage your fleet better. It allows you to run your inspections digitally, making it easier for your rental company to track and access your records.

A truck inspection app also lets your personnel access and update records in real-time. This gives you up-to-date information on your fleet’s overall condition and helps you act on potential problems faster.

Keep drivers safe and accountable

Requiring drivers to file a daily truck inspection form will go a long way in increasing their accountability.

After all, adhering to a daily truck inspection schedule ensures your vehicles are in optimal condition. This can minimize, if not prevent, sudden breakdowns and eliminate issues potentially caused by driver negligence.

Using a heavy equipment inspection form with a truck maintenance checklist helps drivers conduct a more efficient and thorough truck inspection.

Record30, for instance, allows users to perform inspection quickly through compatible mobile devices with internet access.

The app provides a maintenance inspection feature with a digital form and e-signature capture tool, allowing drivers to perform thorough truck maintenance checks seamlessly.

Besides helping drivers be accountable, conducting daily truck inspections keeps them safe since they constantly check if all the trucks and their parts are working properly.

An excellent inspection management software will help drivers and your staff gather, manage, and track all the necessary information to improve driver accountability and safety.

Reduce the maintenance cost of your fleet

If you find your trucks constantly breaking down and needing expensive repairs without warning, you might need to amp up your truck inspection process and vehicle maintenance.

Many breakdowns often stem from neglect and smaller, preventable problems had they been detected earlier.

An inspection management software with a truck maintenance checklist and a heavy equipment inspection form lets you detect and prevent minor problems from getting worse. This helps reduce your fleet’s overall maintenance costs.

Improve fleet efficiency 

Using a truck inspection form for your daily operations helps maximize your fleets’ efficiency in several ways.

1. Keep up with repairs

Conducting a daily truck inspection keeps you updated on your fleet’s current condition. It helps you and your team do everything efficiently, from scheduling repairs and maintenance during idle hours to pulling a truck out of rotation if it needs immediate attention.

Record360 can help by allowing drivers to capture equipment damages or any issues through high-definition photos and videos. This lets managers track damages and schedule maintenance and repairs promptly. 

Record360’s web app also gathers and analyzes all your inspection information. This gives you valuable insights to track inspection history, activities, damages, and other relevant data to establish seamless equipment repair, maintenance, and scheduling systems. 

Essentially, inspection management software helps you stay on top of your fleet and ensure proper maintenance and repairs to help your rental business operate efficiently and avoid costly equipment breakdowns.

2. Encourages personnel to handle equipment better 

Requiring your staff and drivers to file a heavy equipment inspection form and go through a truck maintenance checklist before and after your trucks are released and returned can improve accountability.

The better your staff takes care of their equipment, the longer you can keep the trucks out of the repair shop. This helps with the overall efficiency of your operations in the long run.

Regular truck inspections also get your personnel and drivers in the habit of ensuring the trucks are safe to drive at all times. This is crucial since spotting easy-to-miss things, such as a faulty brake light, before hitting the road can significantly reduce potential accidents.

3. Avoid needlessly taking on too much work

While it’s tempting to take on all the work that comes your way, missing maintenance schedules to take on new jobs can cause your fleet more harm than good.

By pushing maintenance schedules back or not being aware of them, you could easily fail to spot issues that cause damage to your trucks and be forced to deal with expensive repairs.

Having updated truck inspection records helps you schedule routine maintenance more efficiently and lets you know when to say no to taking on more work.

Plan your fleet’s workload more efficiently and manage all your tasks and workflows through a reliable inspection management app.

You’ll get real-time data and updates of your fleet’s actual condition, so you don’t miss any issues while ensuring you manage your workload properly.

Key takeaways: Truck inspection forms can transform your business

Using a truck inspection form offers multiple advantages, from efficient fleet condition tracking and maintenance to seamless rental process workload management.

It also helps you spot and repair minor problems quickly before they get worse and cause significant damages.

The only downside to keeping such detailed truck inspection records is that it can become more challenging to stay organized the larger your fleet grows.

A truck inspection app with robust fleet management features can provide the solution.

With a dependable truck inspection app, you can adopt paperless methods, access a centralized system, and greatly reduce processing times—leading to overall business efficiency and growth.

Interested in learning more about Record360? Schedule a demonstration today.

The ultimate truck inspection guide

Any rental company with an established truck fleet management structure will advocate for regular truck inspections.

Sticking to a consistent inspection schedule keeps your trucks in tip-top shape and gives you a better picture of your fleet’s overall condition.

What’s more, you can detect and address any minor issues before they escalate into full-blown vehicle breakdowns and irreparable damages. This allows you to operate as close to maximum efficiency as possible.

If you’re looking for tried and tested strategies to make your truck inspections seamless and efficient, continue reading the tips below.

Table of Contents

  • Inspection app features for truck rental companies
    • Centralized inspection data
    • View your fleet’s status easily
    • Perform truck inspections anywhere
    • Document the condition of your trucks
    • Obtain signatures easily
    • Take photos and videos
  • Preparing for a commercial truck inspection
    • Test the lights
    • Check the tires
    • Look for cracks
    • Check your breaks
    • Inspect your wipers
    • Check your truck’s security features
  • Tips for easier and more efficient truck fleet management
    • Switch to using a digital inspection form
    • Stay up-to-date with the condition of your fleet
    • Keep everyone in the loop
    • Invest in training your drivers
    • Put a premium on hiring the right people
  • Truck inspection guide: Key takeaways

Inspection app features for truck rental companies

With a truck inspection app, you can run your truck rental business more efficiently. You can cut down on costs, increase your productivity, and even improve the work experience of your employees.

These are some of the many features a truck inspection app brings that rental companies can benefit from:

1. Centralized inspection data

A huge benefit of using a truck inspection app is to centralize your truck inspection data.

Any important information you enter into the app—such as service history, client history, and even truck lease agreement details—is neatly organized and instantly ready for review.

You’ll have access to cloud-based services that let you store and retrieve essential data when and where you need it.

This feature is handy for any rental business that doesn’t want to waste time manually inputting, requesting, and sending data across multiple branches. You can also pull a truck’s entire service history during a commercial truck inspection.

2. View your fleet’s status easily

A good truck inspection app will also have a dashboard that gives you an overview of your fleet’s real-time status.

For example, Record360 lets you access a dashboard that displays your fleet condition in real-time. This helps you manage your truck rental business, since you can monitor your trucks easily.

At a glance, you can tell which trucks are available to rent, under a truck lease agreement, or are out of commission due to repairs, routine maintenance, or commercial truck inspections.

Having access to all this information in real-time allows you to make better decisions, helping you increase your utilization. What’s more, it makes your company more agile.

If it only takes you a matter of seconds to determine the availability of your trucks, while it takes your competitors a couple of hours…your chances of dominating your competitors and winning new business drastically increases.

3. Perform truck inspections anywhere

Using a truck inspection app lets you perform a commercial truck inspection from anywhere and at any time.

With Record360, you can send contractors and drivers a direct link to the app, allowing them to perform a truck inspection on-premise or on-site.

You can even access remote inspection data, allowing you to find out about damage from any location.

Because your truck drivers only need their mobile devices to perform the inspections, it makes their life easier. They don’t need to bring paper checklists to conduct their inspections.

Also, the possibility of losing their inspection records becomes impossible because everything is stored in the cloud.

4. Document the condition of your trucks

Without centralized inspection data, it’s easy to miss customer damage, especially if your customers return the truck to a different rental branch.

This leaves you no choice but to foot the expensive repair bills that your customers should be paying.

By using a truck inspection app, you’ll have instant access to photos of your truck taken before the client signed the truck lease agreement. This makes it easy to find any new damage to your truck and has irrefutable proof to back up your claim.

5. Obtain signatures instantly

A truck inspection app saves you time and effort by letting you capture digital signatures easily. No more waiting around for your customers or team members to sign your inspection reports.

You can sign off on important documents and authorize crucial jobs without dealing with mountains of paperwork.

Because the people who are authorized to sign can enter their signature anywhere, the process of renting out your trucks is expedited.

6. Take photos and videos

Before renting out a truck, the last thing you want is to have a written narrative of its condition. After all…when your trucks are returned with an even bigger dent or damage, your written descriptions can’t save you.

For example, imagine your truck has a dent in the door. You describe the dent in a written report, then rent the truck our to your customer. When your truck comes back, the dent has tripled in size.

How can you claim compensation from your customer, when the only thing have you have is a written report describing the “dent”? Your customer can easily claim the dent was already there when your truck was sent to them. You can’t prove that the dent became bigger.

With written narratives, you’ll end up with unwinnable damage disputes. You’ll end up forking out thousands for repairs that your customers should be paying.

That’s why it’s crucial for truck inspection apps to have photo and video capture features.

When you take a video of your truck before renting it out, you obtain an accurate visual of your truck’s condition. This becomes your irrefutable proof that damage was caused by your customer.

Preparing for a commercial truck inspection

To ensure your commercial motor vehicles (CMVs) are always in the best condition, you need to be proactive with your maintenance.

Your drivers need to learn the hazards involved with driving a damaged CMV and how to detect, report, and repair minor problems before they become more significant.

A great way to do this is with a simple, walk-around inspection to check critical vehicle parts, elements, and functions before and after every trip.

1. Test the lights

Properly functioning lights are crucial to help truck drivers see the road clearly and avoid any accidents. Turn on the engine and switch each light on systematically.

Check the headlights, taillights, brake lights, high and low beams, turn signals, and any other important lights to ensure they all function properly.

2. Check the tires

Assess each tire for wear and tear. Look out for loose tires or any form of damage. Use a tire pressure gauge to ensure the air pressure is at recommended levels.

Though tires rarely blow out, worn and under-inflated tires can make a truck challenging to control. In worst-case scenarios, the truck may even become undrivable.

Be familiar with the rules and regulations concerning mudflaps in any of the states along your route. Some states provide specific requirements for mud flaps or splash guards to keep spray or debris from hitting the windshields of any vehicles following your truck.

It’s also worth pointing out that driving trucks with under-inflated tires can consume more fuel. So if you’re seeing an unreasonable increase in your fuel consumption, be sure to check your tires.

3. Look for cracks

Regularly check for hairline cracks and “stars” potentially caused by flying gravel or other debris. Any cracks on windows or windshields can worsen quickly if they aren’t addressed immediately. 

4. Check your breaks

Inspect your air brake system to make sure you don’t have any air leaks or air pressure loss.

5. Inspect your wipers

Make sure your blades aren’t missing or broken. When used, your wipers should give your drivers a clear field of vision. Damages or cracks can prevent this.

6. Check your truck’s security features

Examine your truck’s security features to make sure they’re functioning properly. Check your seatbelts, doors, wiring, breaks, etc.

Tips for easier and more efficient truck fleet management

To help make your truck fleet management less stressful and more efficient, consider the tips below.

1. Switch to using a digital truck inspection form

Instead of filling out paper-based truck inspection forms and digging through records manually, your team members can easily pull up any digital forms with a mobile device that’s linked to the truck inspection app.

By using digital truck inspection forms, your team members have quick and easy access to relevant documentation when necessary.

2. Stay up-to-date with the condition of your fleet

Knowing your fleet’s condition at all times is important to ensure you run your rental business at maximum efficiency.

Staying updated with information such as which units are due for routine maintenance, out for repairs, or scheduled for truck inspection helps you create a more efficient working schedule for your drivers.

3. Keep everyone in the loop

Having quick access to important information reduces the chances of errors due to miscommunication. That’s why keeping your team in the loop is a great way to keep your rental business running smoothly.

A dependable truck inspection app that lets you centralize your data allows for seamless information accessing and sharing for your team members. 

4. Invest in training your drivers

Drivers with poor driving habits can cause a plethora of problems for your truck rental company. Not only will your trucks have a shorter service life, but your truck repairs and maintenance costs can also skyrocket.

When you factor in the accidents and potential legal problems your delinquent drivers can cause, it becomes apparent why you need to invest in training.

If your drivers avoid hard braking and making sharp turns, among other poor driving habits, you can get more mileage out of your trucks since their service life is prolonged.

5. Put a premium on hiring the right people

Whether you’re hiring a driver, accountant, or rental manager, you need to be cautious about who you hire.

Take the time to do ample background checks and to truly dig in during interviews.

You can have the best processes and policies in place to run your truck rental company, but if you hired people with character issues, you’ll have a myriad of problems to deal with.

Truck inspection guide: Key takeaways

Following a regular truck inspection schedule is a great way to keep your fleet in good condition and your rental business running as efficiently as possible.

With a regular truck inspection schedule, you can detect and address minor issues before they escalate into bigger, more costly problems.

While it’s easy enough to keep track of a small fleet’s schedule, things quickly become more complicated the larger your fleet gets.

To address the common issues and hiccups of truck fleet management, integrate a truck inspection app into your operations to streamline your workflows.

Schedule a demonstration today to learn how Record360 can optimize your truck rental company.

5 benefits of a truck inspection app

Using a truck inspection app eliminates the tedious and time-consuming tasks that come with manual, paper-based processes.

Not only do manual processes make your truck inspection process inefficient, they also cause you to lose time and money. You need to go the paperless route.

A reliable truck inspection app can speed up your inspection process and save you and your staff tons of precious work hours and resources. 

This guide covers five benefits of using a truck inspection app and how it can improve conducting your vehicle assessments. 

1. Speed up your inspection process

The traditional way of conducting a truck inspection is often a headache with all the paperwork you need to fill out, file, and organize.

It can also be a long and tedious process that eats up a chunk of your time and resources, particularly if you have a large fleet with over 50 trucks coming in and out daily. 

A truck inspection app provides a streamlined solution, allowing you to conduct paperless, electronic assessments seamlessly. 

The Record360 app provides an easy digital checklist and truck inspection form right from your mobile device. This cuts down significantly on the time and effort it usually takes to complete, send, and get signatures on paper-based inspections.

With the app, you can record all your data in a standard format. You can also modify your checklist and forms without the hassle of printing out tons of paper.

After filling out the digital commercial truck inspection forms, the app lets users send them directly to managers through email with a few taps. 

A dependable app can also secure your data stored on the cloud, giving you the peace of mind of knowing your inspection information is safe and only accessible to authorized users. 

2. Record vehicle condition anywhere

One of the advantages of using a truck inspection app is it lets users perform vehicle assessments, whether on-premise or on-site. 

It simplifies your commercial truck inspection process and conveniently allows anyone from your team, contractors, and even customers to assess your vehicles and capture your asset’s real condition anywhere and anytime. 

For instance, Record360 allows you to send drivers and contractors a direct link to Record360, allowing them to perform inspections wherever your trucks are deployed. This gives you instant access to remote inspection information, helping you detect damages promptly. 

You can set alerts to trigger when damages are detected during truck inspections, helping you act on damages in real-time. 

With a truck inspection app, you can easily begin inspections from your desktop and send them over to your team to complete in the field using their mobile devices.   

You can take high-definition photos and videos to capture your truck’s damages and true condition and, in turn, makes your inspections simple and easy. 

3. Streamline getting signatures 

Getting managers and customers to sign off on paper inspection reports can be a long and tedious back and forth process. 

Save time and energy by using Record360 to obtain signatures electronically directly from the app. 

Instead of a paper truck inspection form, you can capture electronic signatures on your digital forms and auto-email them to customers, speeding up the process. 

Once signed, you can store the reports in a secure dashboard for easy access and efficient record keeping. This also helps optimize your truck fleet management processes.  

4. Centralize your inspection data

Not only can paper-based truck inspection records be challenging to accomplish promptly and accurately, but they can also be a nightmare to file, keep track of, and access. 

A truck inspection app allows you to upload and store all your vehicle assessment records in one central location. This provides you with quick and easy access, streamlining your workflows and your truck fleet management tasks. 

With consolidated commercial truck inspection records, you can pull record histories, identify trends, and analyze your data. 

For instance, the Record360 web app offers a comprehensive dashboard to help you stay on top and gain insights from your truck inspection information. 

You’ll get instant views of your inspection history, the number of total damages, recent activities and inspections, and other valuable data. This can help you make better decisions and identify areas you need to reevaluate and improve. 

With all your inspection records and other data on your transactions and units, you’ll get real-time information. You’ll have full access to everything you need to understand your fleet’s condition through damage analytics, past inspections, and employee usage (among others). 

As such, a truck inspection app that centralizes your data helps managers stay on top of your inspections and related processes and keeps everyone in the loop. 

5. Establish efficient inspection workflows

Conduct seamless truck inspections to streamline your workflows, so you spend more time and resources on renting and, in turn, increasing your revenue. 

A truck inspection app frees you and your team from time-consuming paper-based processes, allowing you to perform vehicle assessments efficiently. 

Apps with custom-built truck workflows, for instance, simplifies and streamlines your inspection process. 

You can complete an entire truck inspection in minutes, whether for an incident report, service inspection, appraisal, lease inspection, prep for sale, or lease inspection. 

With the app, you can cover more ground with less effort than manual, paper-based methods, optimizing your truck inspections.

Efficient inspections and workflows also mean you can spot truck damages and act on them quickly. This helps you avoid potential issues, eliminate costly damage disputes, and protect your assets and business. 

Start leveraging the game changing advantages of a truck inspection app

Preserve your fleet’s quality and protect it from costly damages by streamlining your truck inspection process.  

Take away the headaches that come with traditional methods. 

Equip your team with a dependable truck inspection app that provides easy-to-use and access digital forms, robust damage and data recording features, a central data hub, and in-app signature capturing (among others). 

If you’re interested in leveraging all of these powerful features to optimize your truck inspections, schedule a demonstration with Record360 today.

How digital inspection tools can protect your customers

Using the right digital inspection tools will help protect your customers.

Consider the potential lawsuits or hefty penalties you might face if your equipment breaks down while on rent. You need to give due diligence to choosing an equipment inspection software for your company.

What’s more, a reliable inspection tool adds other value to your rental company: it also increases your team’s productivity and reduces your business expenses.

So the question becomes, how exactly do reliable digital inspection tools help you protect your clients?

1. Digital inspection tools prevent customer fraud

Although physical rental and inspection processes involve identity validation, they lack security. Manual methods are less robust and reliable compared to electronic ones.

For example, the Record360 equipment management app captures clients’ electronic signatures for equipment log sheets, inspection sign-off documents, and rental agreements. It also automatically emails these signed files to the signees for their reference.

The software even has license scanning functionality that efficiently validates customer identity and lets clients safely present confidential documents (especially during the ongoing COVID-19 pandemic).

That way, your customers and staff can better verify that the business and transacting party are accurate and legitimate.

Record360 then places these digital signatures in secure cloud storage for quick, safe access when needed.

Digital inspection tools also store equipment and inspection records with details about rental usage and asset condition. In the Record360 dashboard, you can find rental inspection history, activity logs, user history, and date and time stamped evidence.

2. Digital inspection tools bolster customer safety while out on rent

Digital inspection tools help enhance your assets’ condition, equipment inventory management, and, consequently, your customers’ safety while renting out your machinery.

Electronic software allows you to scrutinize and record any defects more closely and accurately, apply necessary repairs promptly, and follow the right maintenance schedules.

Record360 has various functionalities suited for that. 

On the awareness side, it lets your staff perform inspections from any branch and fill in the digital equipment inspection checklists and forms to report the asset condition, especially if there’s any damage.

For reporting, Record360 then instantly disseminates information from the inspection form to you and the team via email and SMS.

You can also view the details about damages, needed repairs, and equipment maintenance schedules and activities for every asset on your Record360 dashboard.

During the inspection, your technicians and operators can take high-resolution equipment photos and videos of the asset’s defects and apply appropriate “damage tags” on them.

You can then monitor these equipment inspections and get real-time updates, location details, and activities to ensure the assets are being repaired and maintained — ready for the next customers’ safe use of them.

The Record360 dashboard shows an excellent top-level view of your inspections. You can see the number of ongoing and completed inspections and damages discovered within a given period.

If you have multiple branches, Record360’s location-related features are beneficial for coordination with your staff and monitoring. For example, you can view your inspections by location and get live updates on recent equipment evaluations.

These pieces of real-time information appear in Record360:

  • The asset’s ID number;
  • Name of the employee who updated the inspection;
  • Whether or not damages were found;
  • Status of the equipment examination;
  • How long ago the updates occurred;
  • And more.

You can also see your asset’s last location on a map.

All these actions and rich information enable your company to respond fast and keep your customers safe from accidents, injuries, and fatalities that can result from those defects.

3. Digital inspection tools protect customers against unfair accusations

Your technicians can perform more accurate and timely inspections electronically, compared to doing the inspections manually.

Not only that, documentation details are often more precise and up-to-date. They can also provide solid evidence for any dispute or accusation that can arise about damage or unlawful asset usage.

Manual inspection methods and records cannot track or pinpoint exactly who was at fault for the undesirable incidences. Is it your client, staff, a third party, or a natural circumstance?

Customers who receive unfair blame and charges for something they didn’t do can feel upset because they will feel you don’t trust them. Their budget will also be impacted negatively from the extra expense of covering for the damage. Both of these jeopardize your relationship.

That’s why digital inspection tools can better protect your clients’ feelings, sense of value and trustworthiness, and incomes compared with manual inspection methods.

For instance, an electronic sign-off and daily equipment inspection form can show the asset’s condition before and after being rented out. Customers can also electronically sign to validate the observation, especially for the pre-rental state.

On the other hand, suppose disagreements happen, and your digital inspections (through the photos and videos) reveal that your customers were proven liable for the damage. 

In that case, they can check and concur with the findings, acknowledge their responsibility, and compensate appropriately. This helps build their integrity, trust in your company, and a solid foundation for your lessor-customer relationship.

Pioneer Equipment Rental shares a noteworthy story of how they were able to preserve their customer relationships despite charging them for the discovered post-rental damages:

We have a customer that is doing quite a bit of demolition and basically started demolishing our excavator, the bucket starting to come apart. Cracks, damage on the body, things like that, and  we had clear pictures of that bucket before it went out with a new bucket versus how it came back.

And that was like probably a $4,000 claim in itself, and you know what, and it went smoothly. We still have a customer. He understands his people did the damage, and he’s responsible, and we still have a good customer relationship.

Michael Allan, president of Pioneer Equipment Company, even adds,

We don’t want to file insurance claims, so if we can settle damage issues with our customers in a diplomatic way, that is a good form of insurance itself.

Protect your customers with robust digital inspection tools

Maximize today’s digital inspection tools to protect your equipment and customers.

When you can effectively examine your equipment and guarantee its best working condition, you can better ensure your customers’ safety.

Need more help with exploring digital inspection tools? Schedule a demonstration today and we’ll show how Record360 can support your company’s inspections and other operations.

Commercial truck inspection mistakes you need to avoid

Your commercial truck inspection is crucial to the longevity of your vehicles.

Frequent, careful inspections safeguard your clients, fleet, and even your bottomline.

Sadly, because many truck rental businesses aren’t religious about their inspections, they miss out on the benefits of having well-maintained trucks.

Even small compromises in a truck inspection over time can lead to catastrophic repercussions, such as accidents, financial, and client losses, etc.

Prevent these from happening to your truck rental company. Learn the commercial truck inspection mistakes you should avoid and the right steps you should do instead.

1. Superficially checking truck parts

A truck inspection often becomes so habitual that technicians can perform it mindlessly. However, this results in careless assessments of vehicle parts’ conditions that don’t guarantee safe, optimal operation.

For example, testing the braking systems requires exhaustive scrutiny. It involves checking the slack adjuster with the brakes, hunching under the trailer or over the wheels, ensuring air lines are not leaking, etc.

If your technicians carry pens and clipboards, the steps become extra tedious, wearying technicians and tempting them to dismiss careful inspection.

To avoid that mistake, use a digital truck inspection form. For example, our Record360 app has an electronic inspection checklist customizable according to your operations.

It even lets you capture all needed inspection data in one standard format. This makes checklists and later reports look clean and easy to read.

By loading inspection checklists onto mobile devices, technicians can painlessly carry them around while comprehensively examining your truck’s parts.

The result is a precise inspection, leading to optimally running vehicles, plus client safety.

2. Inaccurate documentation of truck conditions

Another truck inspection mistake to avoid is using inefficient methods to record your vehicle’s pre- and post-rental conditions — especially when defects are present.

Manual methods (e.g., narrative descriptions, hand-drawn illustrations) fail to capture the extent of any damage accurately, even for visible ones.

Once you discover any defect emerging or worsening and argue with your clients about it, you’re likely to lose the dispute.

After all, you don’t have solid evidence showing they caused it.

That is why, to avoid making this mistake, you must use photo and video documentation for your pre- and post-rental commercial truck inspections.

Our Record360 app demonstrates that with its high-resolution photo and video capture functionalities. It also lets you add tags indicating exactly the damage type and area in your truck.

Here’s another benefit to the Record360 app for recording inspections. You can create digital pre- and post-inspection forms and reports, attach photos and videos of your truck’s condition, and request clients to verify them with their digital signatures.

All this streamlines and bolsters your documentation workflow and enables you to resolve any arising customer disputes peacefully.

3. Failing to alert the team for recorded damages

It’s not enough to document your truck’s condition properly. You should also report the damages and notify your team promptly for corrective action.

When this happens, don’t put handwritten reports on tables and risk losing them or delaying the needed repairs.

Use more efficient methods such as instant email and SMS alerts.

The Record360 app offers those features when you discover truck defects and inspections fail. 

It schedules the automatic delivery of these messages, shortening the communication process from technicians to maintenance officers.

Plus, remember the photos and videos with damage tags?

Our app lets you upload them to the cloud for your team’s ready access. This enables them to view the defects even remotely and determine and schedule the correct repairs fast.

There is no need to transfer media files via USB cords and email long threads, resulting in more working time consumed and communication disarray.

4. Segregated monitoring of inspection activities

Trucking companies with multiple branches usually struggle with efficiently monitoring inspection activities from other locations. This is typical, especially if they use manual systems.

If that’s your case, you make the mistake of segregating your inspection monitoring.

This leads to inaccurate overviews of your fleet’s real situation, low responsiveness to issues, etc. Eventually, these will hurt your business performance.

The solution? Harmonize your inspection activities from various locations with truck fleet management apps.

Record360 software can help you with streamlining and centralizing your inspections.

It has a user-friendly dashboard that reports your inspections by location, their history, total damages found, recent real-time activities (including vehicle checks), and more.

Moreover, if you need specific inspection data from technicians in remote locations, you can send them a direct link to our Record360 app.

You can then get instant access to that dataset and respond immediately to damage or any other issue. This feature lets you perform truck inspections from any place.

5. Inefficient truck inspection implementation

Conventional inspection systems are often inefficient, whether using hand-drawn and narrative condition descriptions, relaying printed damage reports on office tables and bulletins, or others.

All this internal inefficiency in your truck inspection workflows could result in fewer rentals deployed, delayed service delivery, lagging rental and inspection schedules, etc.

Streamline your inspection workflow management by digitizing related processes, forms, and assignments for your team. Our Record360 truck inspection app can help with that.

For one, it allows you to start an inspection with your customized in-app checklist, then send it to your team. This enables technicians to complete a request immediately in the field, saving plenty of working time.

Record360 also makes it quicker for you and your team to begin inspections and document your vehicle’s condition. 

Under the “New Inspection” functionality, Record360 displays various task choices. Clicking on any one of them leads you to the right forms, checklists, etc., suited to the type of inspection you need to perform. This simplifies and accelerates your team’s work.

When you can perform and finish inspections fast and correctly, you boost your internal productivity, service delivery, and customer experience.

6. Disregard a roadway safety mindset

The ultimate reason you conduct truck inspections is to promote roadway safety, which involves your clients’ lives, vehicles, and even national properties, among others.

Which is why you should always keep that in mind when inspecting your fleet. The goal of guaranteeing safety motivates you to examine trucks extensively — even beyond what’s in the checklist, routine, or other minimum requirements. 

Inculcate this roadway safety mindset and culture among your team, so they can also give their best during truck inspections. 

Stop committing these commercial truck inspection mistakes.

As a truck rental company, you c-a-n-n-o-t afford to compromise on your vehicle inspections.

Doing so endangers your clients, fleet assets, and eventually, your business.

Avoid making these and other truck inspection mistakes — and you’ll reap the benefits of managing a safety-first rental business.

Interested in learning more about Record360? Schedule a demonstration today.

The importance of electronic signatures for equipment inspections

Using electronic signatures streamlines your equipment inspections, asset management, and rental operations.

With it, you can obtain the signatures of parties involved in your processes and transactions without having to meet them physically.

Offering e-sign options for your customers can drastically improve and simplify your processes while making doing business with your company more efficient and flexible.

This article covers what an electronic signature is, its impact on your equipment rental company, and why it is crucial for modern inspections.

Definition of an electronic signature

An electronic signature (or e-signature) is a legal method of getting approval or consent on digital forms and documents. Legal e-signatures can replace handwritten ones in any virtual process. 

The current U.S. code under the Electronic Signatures in Global and National Commerce (E-SIGN) Act defines e-signatures as:

An electronic sound, symbol or process that is attached to or logically associated with a record and executed or adopted by a person with the intent to sign the record.

Are e-signatures legally binding?

In the U.S., electronic signatures are recognized and legalized as equally binding as pen and paper signatures after legislation passed the Uniform Electronic Transactions Act (UETA) and the E-SIGN Act in 1999 and 2000.

The two pieces of legislation allow e-signatures to replace ink signatures as long as they meet three legal hallmarks: 

  • The signer must be whom he/she claims to be. The signer’s identity can be authenticated or verified through digital markers, such as an IP address (if required). 
  • The signer’s intent to affix his/her signature to the document or form is captured. The e-signature is legally binding if the transaction’s parameters have been communicated and the signer unequivocally goes through the signing process. 
  • The signature associated with the form or document is verifiable. The electronic signature is legally accepted if the steps in the signing process can be validated. This includes how the document was signed, what action the signer completed, and what documentation was presented to support the digital transaction. The business or originator must also keep a record of all electronically signed documents. 

That said, e-signatures are legally binding as conventionally obtained signatures as long as they satisfy the legal requirements.

How to insert electronic signatures

How companies implement and set up electronic signatures depends on the type of business and transaction involved in the signing process. 

E-signature deployment methods and the customer-facing interface can also be unique to the company based on the software or applications.

Most e-signature tools allow you to upload your document and enter the signer’s email address. The signer can then click the link within the email and sign digitally from a mobile device, browser, or computer without signing up to or downloading anything. 

Equipment inspection software Record360 is equipped with a helpful eSign feature that lets inspectors affix an electronic signature after filling out a new equipment inspection form.

If you have a previous inspection record that needs signing off, you can open it from the app and send the report to your customer’s or other stakeholder’s email address.   

With the in-app e-Sign equipment inspection software feature, you can easily replace your paper forms and processes.

You can capture digital signatures easily and on the fly, minimizing the waiting times involved in the traditional methods of securing signatures. 

Record360 also allows you to set up auto-emails to send out inspection records efficiently to your customers, then store them in the app’s secure dashboard for easy document tracking and access.  

Importance of electronic signatures during equipment inspections

Manually getting people’s signatures on your inspection records can be a long and painful process. This can lead to equipment inspection delays, can keep your operations from running smoothly, and in turn, you lose money. 

Electronic signatures can address these issues while providing the following benefits. 

1. Efficient inspections

The paperwork that comes with securing signatures for your inspection records can be time and labor-intensive. 

It takes away precious time you could spend on core tasks that help you achieve your business goals. 

Electronic signatures can help optimize your equipment inspection process, eliminating the manual and repetitive aspects through seamless digital methods. 

With e-signatures, you and your staff won’t waste time on:

  • Waiting for senior managers to return to the office to get their signature
  • Signing (or obtaining signatures), printing, scanning, and manually posting inspection records and other related documents
  • Manually archiving authorized records
  • Manually verifying if the documents were signed by the right or authorized people

You can accelerate your rental processes, equipment inventory management, asset inspections, and entire business operations because e-signatures allow you to:

  • Save time on creating inspections and getting them signed
  • Secure signatures from everyone (customers and managers) anytime and anywhere through any device
  • Make the whole approval process less prone to error and streamline it
  • Get the same level of trust and security with documents signed with wet ink
  • Move your workflows along more efficiently, leading to seamless operations and increased revenue

2. Improved customer experience

Electronic signatures improve your customer’s experience with the company because it provides a convenient way for them to sign your equipment inspection reports. 

This also means holding parties responsible for any equipment damages is more streamlined, and you’ll have clear, irrefutable proof to back up your claim. 

Your staff can take high-resolution equipment videos and photos using the Record 360 app to capture equipment damages, attach them to the inspection, and send them to customers to sign and acknowledge.

Auto-emailing your inspection reports and obtaining signatures digitally efficiently improves the process and reduces potential damage disputes and frictions with customers. This can enhance your interactions and relationships with customers, encouraging repeat business and client loyalty.  

3. Obtain signatures securely

Electronic signatures include encryption to ensure the document can’t be changed after affixing a signature, preventing tampering risks. 

Digital signatures can also reduce errors on your equipment inspection reports because now you can do everything electronically and correct or update information easily without starting over. 

A reliable equipment inspection software helps ensure you have accurate and secure records and an efficient asset inspection, inventory management, and rental process.

Start using electronic signatures for equipment inspections

Electronic signatures eliminate cumbersome, tedious paperwork and methods, streamlining your equipment inspection process.

With electronic signatures, your staff can do their jobs more effectively and efficiently, allowing them to focus their time and energy on critical and revenue-generating tasks. 

Are you ready to leverage the power of equipment inspection software with robust e-Sign features? 

Schedule a demonstration today to learn how Record360 can optimize your equipment rental processes.