Summary
In short
- A vehicle defect report is a record used in KnowFleet that reports a defect found on a vehicle at any time, not just during a scheduled inspection. It is built against FMCSA 396.11 and forms part of the Fleet and Driver Compliance programme.
- Raised as soon as it is noticed. Completed by the driver.
- The template holds 49 fields across 5 sections.
- Scoring is severity band, where high is bad.
- FMCSA 396 is vehicle inspection, repair and maintenance. Systematic inspection, driver vehicle inspection reports and record retention.
- It connects to the rest of the library: links Asset; feeds work order.
What it is
What it is
What is a vehicle defect report?
A vehicle defect report is a record used in KnowFleet that reports a defect found on a vehicle at any time, not just during a scheduled inspection. It is built against FMCSA 396.11 and forms part of the Fleet and Driver Compliance programme.
When is a vehicle defect report completed?
A vehicle defect report is completed at the moment the event happens, rather than reconstructed afterwards. Raised as soon as it is noticed.
When to use it
When to use it, and when not to
This record is one step in a larger programme. Using it for work that belongs to a neighbouring template produces records that are hard to report on later.
Use it for
- The event or activity this record covers has occurred, or is about to
- A new record is needed; each one gets its own ID in the form CASE-2026-000
- You are running the Fleet and Driver Compliance programme and this is one of its steps
- A linked record needs this one to exist: links asset; feeds work order
Not for
- Driver Vehicle Inspection Report, which the pre-trip and post-trip inspection a driver completes on a commercial vehicle.
- Annual Vehicle Inspection, which the yearly statutory inspection of a commercial vehicle.
- Trailer Inspection, which checks trailer coupling, brakes, lights, tyres, doors and structure.
- Anything outside KnowFleet, which belongs in the workspace that owns that process
Standards
What it is built against
FMCSA 396Vehicle inspection, repair and maintenance
Systematic inspection, driver vehicle inspection reports and record retention.
FMCSAFederal Motor Carrier Safety Administration
The United States commercial road transport regulator.
CSACanadian Standards Association
Canadian consensus standards. Frequently referenced into provincial regulation, which makes them enforceable.
FAQ
Frequently asked questions
What is the vehicle defect report template based on?+
It is built against FMCSA 396.11. FMCSA 396 is vehicle inspection, repair and maintenance. Systematic inspection, driver vehicle inspection reports and record retention. FMCSA is federal Motor Carrier Safety Administration. The United States commercial road transport regulator.
What sections does the vehicle defect report contain?+
There are 5 sections: header, the defect, immediate action, rectification, analysis. Together they hold 49 fields, 33 of which are required.
How often is a vehicle defect report raised?+
A new record is raised at the moment the event happens, rather than reconstructed afterwards. Each one is given an ID in the form CASE-2026-000, so it can be traced and referenced from other records.
Which programme does the vehicle defect report belong to?+
It is part of Fleet and Driver Compliance. An operator licence position you could defend at an audit tomorrow.
How is a vehicle defect report scored?+
Scoring is severity band. High is bad. Scores exist to make the form tell you something, not to produce a percentage for its own sake.
Can the vehicle defect report template be changed?+
Yes. Every field, option, score and conditional rule is editable, and the links to other templates come with it. Most teams install it as it is, run it for a cycle, then adjust.
The agents
What the agents do with it
The form is the easy part. Keeping it current, routing it to the right owner and holding the evidence together is the work that actually slips.
Holds the vehicle defect report library against your registers, routes each record to its owner, and keeps the evidence trail together.
Coordinates the crew, rolls completion and exceptions into one view, and holds every write for your approval before it touches a record.
This template lives in KnowFleet — fleet and transport. Drivers, vehicles, hours, cargo securement and operator licence compliance.
Sources
Sources
- FMCSA 396 — Vehicle inspection, repair and maintenance
- FMCSA — Federal Motor Carrier Safety Administration
- CSA — Canadian Standards Association