HGV maintenance planner: what small fleets should track

A maintenance planner is not just a calendar. For a small fleet, it is the office's early warning system for PMIs, MOTs, repairs, defects and vehicles that should not be used. The best planner is simple enough to maintain every week and detailed enough to explain what happened later.

Start with every asset

The planner should include every vehicle and trailer that the operator controls. Record the fleet number, registration or trailer ID, current status, MOT due date, PMI interval, next planned inspection and any important notes. If the office cannot see the asset list clearly, maintenance planning becomes guesswork.

Track PMI dates and outcomes

The Guide to Maintaining Roadworthiness is the key reference for roadworthiness systems. Your planner should show planned PMI dates, completed inspection dates, outcomes, inspector details, advisory notes and the next due date. If an inspection is missed or moved, record why.

Connect defects to maintenance

Defects and maintenance should not live in separate worlds. A failed daily check may lead to a repair, a VOR decision, an inspection note or a contractor invoice. The planner should help you see whether defects are being closed properly and whether repeat issues are appearing on the same asset.

Record VOR decisions clearly

Vehicle Off Road status needs a clear record: who made the decision, why the asset was taken out of service, what repair or inspection followed, and who authorised return to service. Software can help block assignment of a VOR asset, but the decision remains a human compliance decision.

Keep contractor paperwork with the asset

Many small fleets use external workshops. That is normal, but the office still needs the paperwork: inspection sheets, invoices, repair notes, tyre records, brake test evidence where relevant and any sign-off. Store it against the vehicle or trailer, not just in an email inbox.

Review the planner weekly

A planner that nobody checks is just a record of missed opportunities. Build a weekly review around:

• PMIs due in the next few weeks
• overdue or rescheduled maintenance
• open defects and VOR assets
• missing contractor documents
• repeat defects on the same asset

How software helps without overclaiming

HauliK stores maintenance event records and dedicated PMI records from the Fleet plan. Operators can record inspection dates, outcomes, inspector sign-off and next due dates. It does not inspect vehicles for you or replace the workshop; it keeps the evidence organised so the office can act.