Company vehicle maintenance is not something you can do without. But what if you are the owner of the company and you don’t need to maintain your vehicles or if your company isn’t a service business? Do you still need to have a worksheet to keep up with all of the requirements associated with maintaining an appropriate vehicle for business? The answer to that question is yes. Read on to find out why…
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A business requires many things in order to be successful. This includes the proper maintenance of company vehicles. For this reason, keeping up with all of the pertinent information relating to your company vehicle maintenance is essential. Without knowing this information, it would be very difficult to ensure that your company has the best working machinery available. And if your machinery needs repairs, then you’ll be facing a shortage of personnel and/or resources as soon as next week!
How do you go about keeping up with all of the vehicle maintenance related information? One option is to hire a company resource person who specializes in company vehicles. This individual will conduct regular background checks on all employees and provide you with the information you need. These individuals can also assist you with having timely access to maintenance records, repair orders, etc.
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Or you may prefer to get your business documents electronically. This will allow you to maintain and access all of your business’ documents electronically. You’ll be able to print them out at a moment’s notice, so you’ll never miss important pieces of information. This also eliminates the problem of losing documents or papers.
But if your business is large enough to maintain its own fleet of company vehicles, then you probably want to keep everything local. That means maintaining copies locally of any repair orders or maintenance records you receive. This local documentation can help you to better track and supervise the maintenance of company vehicles. You’ll be able to identify areas where problems are occurring, and this can help you to take preventative action. For example, you can check to see that tires and brakes are properly inflated, and you can order replacement parts if necessary.
Used e Owner 2015 Honda Civic Hybrid in Citrus Heights CA Maita from personal use of company vehicle worksheet 2016 , source:maitahonda.com
If your company uses contract carriers for most of its vehicle transport needs, then it’s very important to keep those documents. Even if you don’t use them all the time, you should make a copy of the maintenance log, repair log, invoice, and receipts (if you have those forms) for every customer you send a vehicle to. This can help you keep track of what you sent out and when, and you’ll be able to assess the value of the service you received.
It’s never a good idea to just assume that your customers will always be understanding. In the personal use of company vehicles example above, consider how angry some people might be if they received a receipt from a repair shop that contained damage to their car that they had not been told about. Always err on the side of caution. Instead of assuming that every repair shop will be kind and considerate, ask your customers to fill out a quick customer survey to let you know what they think of your vehicle maintenance practices.
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Keeping your company’s vehicle maintenance records is a critical part of maintaining proper employee communication. Your receipts and other documents should be available for inspection by all employees before they receive their pay. These documents should also be available to any managers or supervisors who may need them after an event. This makes for a better, more organized workplace, and it will give you a good measure of how well your staff communicates with each other and with you.
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