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Pre-delivery inspection (PDI) checklist
A pre-delivery inspection for a vehicle, machine or piece of equipment before it is handed over. Record what it is, scan the serial plate, note the hours or mileage and check for recalls. Check the bodywork, glass, tyres, lights, fluids, battery, controls, safety devices and labels, and run a function test, with a detail box and photos for any defect. Record what was supplied and the result, and get the customer's signature. Every question is listed below, and you can fill the live form in on this page.
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What is a pre-delivery inspection?
A pre-delivery inspection (PDI) is a check before a new or used vehicle, machine or piece of equipment goes to the customer. It confirms the identity and hours or mileage, looks for open recalls, checks condition and function, and makes sure keys, manuals and accessories are supplied. The signed PDI shows the condition at handover.
Last updated . Facts checked by the SiteSurvey team on 17 October 2026 against GOV.UK: check if a vehicle, part or accessory has been recalled and regulation 6 of the Provision and Use of Work Equipment Regulations 1998 (inspection).
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Every question in the pre-delivery inspection template
A pre-delivery inspection (PDI) checklist for vehicles, plant and equipment: identity and hours, recall check, condition and function checks with photos, accessories, keys and manuals, and the customer's handover sign-off. 3 sections and 51 questions. Follow-up questions and guidance appear only when an answer calls for them, so the person on site never sees the ones that do not apply.
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Details you only enter once
Add this form to a project in SiteSurvey and it fills in what the project already knows, so nobody on site retypes it and every form on the job uses the same names. Anything filled in can still be changed.
- Project: the project name
- Client: the project's customer
- Site: the site, when the form is opened for a space or a product
- Site address: the site address, from the space or the project
Item
- ProjectShort answerFills in from the project name
- ClientShort answerFills in from the project's customer
- Site*Short answerFills in from the site, when the form is opened for a space or a product
- Site addressShort answerFills in from the site address, from the space or the project
- Inspection date*Date
- TimeTime
- Inspected by*Short answer
- What is being delivered*Choose one
- Car or van
- Plant or machinery
- Trailer
- Caravan or motorhome
- Equipment
- Make and model*Short answer
- Serial number, VIN or registrationShort answer
- Scan the serial plateScan a label: serial number, vin, model number
Optional. Scan the label or tag to capture its numbers.
- Hours or mileageNumber
- Has an open recall check been done?Yes or NoShown only when the answers above make it relevant
- CheckCheck for outstanding safety recalls on GOV.UK before delivery.Shown when “Has an open recall check been done?” is No
Checks
- Bodywork, paint and trimChoose one
- OK
- Defect
- Not applicable
- What is wrong?Short answerShown when “Bodywork, paint and trim” is “Defect”
- Glass and mirrorsChoose one
- OK
- Defect
- Not applicable
- What is wrong?Short answerShown when “Glass and mirrors” is “Defect”
- Tyres and wheelsChoose one
- OK
- Defect
- Not applicable
- What is wrong?Short answerShown when “Tyres and wheels” is “Defect”
- Lowest tread depth measured (mm)Number
Optional. By tread depth gauge, across the central three-quarters of the tread of the most worn tyre.
Shown only when the answers above make it relevant - Against 1.6 mmWorked out by the formShown only when the answers above make it relevant
- WarningBelow 1.6 mm. Regulation 27 of the Road Vehicles (Construction and Use) Regulations 1986 sets 1.6 mm across the central three-quarters of the tread for cars, goods vehicles up to 3,500 kg and light trailers. Replace the tyre before the vehicle goes on the road.Shown only when the answers above make it relevant
- Lights and indicatorsChoose one
- OK
- Defect
- Not applicable
- What is wrong?Short answerShown when “Lights and indicators” is “Defect”
- Fluid levels and leaksChoose one
- OK
- Defect
- Not applicable
- What is wrong?Short answerShown when “Fluid levels and leaks” is “Defect”
- Battery and chargingChoose one
- OK
- Defect
- Not applicable
- What is wrong?Short answerShown when “Battery and charging” is “Defect”
- Controls and instrumentsChoose one
- OK
- Defect
- Not applicable
- What is wrong?Short answerShown when “Controls and instruments” is “Defect”
- Safety devices, guards and interlocksChoose one
- OK
- Defect
- Not applicable
- What is wrong?Short answerShown when “Safety devices, guards and interlocks” is “Defect”
- Warning labels and decalsChoose one
- OK
- Defect
- Not applicable
- What is wrong?Short answerShown when “Warning labels and decals” is “Defect”
- Function testChoose one
- OK
- Defect
- Not applicable
- What is wrong?Short answerShown when “Function test” is “Defect”
- Photos of any defectsPhotos
- Largest defect length (mm)Number
Optional. Such as a dent, scratch or crack. Use a tape, or measure from a photo with a known size in the same plane: a standard UK number plate is 520 mm wide.
- Checks OKWorked out by the form
- DefectsWorked out by the form
- Not applicableWorked out by the form
- GuidancePUWER regulation 6: where the safety of work equipment depends on how it is installed, the employer using it must have it inspected after installation and before it is first put into service, and the result recorded.Shown only when the answers above make it relevant
Handover
- Supplied with the itemTick all that apply
- Keys
- Manuals
- Service book
- Certificates or test reports
- Accessories ordered
- Was the customer shown how to use it?Yes or No
- Photos at deliveryPhotos
- Handover location (GPS)Short answer
Optional. Mark where the item was handed over or set down, such as the customer's yard or a site compound.
- ResultChoose one
- Ready to deliver
- Delivered with agreed defects to fix
- Not ready
- CheckA check is marked as a defect but the result is Ready to deliver. Record the agreed defects, or mark it Not ready.Shown only when the answers above make it relevant
- What must be done before it can be delivered?NotesShown when “Result” is “Not ready”
- Defects agreed and when they will be fixedNotesShown when “Result” is “Delivered with agreed defects to fix”
- Customer nameShort answer
- Customer signatureSignature
- Completed by*Short answer
- SignatureSignature
See it filled in
A completed pre-delivery inspection report, made by SiteSurvey from a fictional site visit: every answer, the photos, the guidance that applied and the sign-off, ready to send as a PDF.
Pre-delivery inspection FAQs
Should I check for recalls?
For cars, vans, trailers and motorhomes, check GOV.UK for any safety recall that has not been fixed: the check uses the registration number, or the make, model and year. The form asks, and shows a note if the check has not been done.
What about plant and machinery?
Where the safety of work equipment depends on how it is installed, PUWER regulation 6 requires the employer using it to have it inspected after installation and before it is first put into service, with the result recorded. The form shows this for plant and equipment.
What happens with a defect?
Mark the check as a defect and say what is wrong, with photos. If the item goes with agreed defects, the form records what was agreed and when it will be fixed. If it is not ready, it asks what must be done before delivery.
Can it be used for used vehicles?
Yes. The same checks suit new and used vehicles, plant, trailers, caravans and equipment.
Does the customer sign?
Yes. The customer signs at handover, and the PDI goes as a PDF or a link.
Who uses this?
Vehicle and van dealers, plant and machinery dealers, hire companies, caravan dealers and equipment suppliers.
Related
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Templates that go with the pre-delivery inspection form
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Delivery record signed on the device: items with quantities and condition, where they were left, photos, exceptions and the name and signature of who received them.
Short satisfaction survey to send after a job: six ratings, a recommend score from 0 to 10, what went well, what could be better and a call-back request.
Sign-in record for a visitor, contractor or delivery: who they are and who they are seeing, a short safety briefing, contractor checks, and sign-out.
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