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Specialty Trade - How To Maintain the Company Truck Process Template

Use this process template to outline how to maintain your company's truck.

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Specialty Trade - How To Maintain the Company Truck Process Template

Use this process template to outline how to maintain your company's truck.

Inspecting the Truck

Why We Do Inspections

Performing a thorough pre-road inspection of our Ford Transit T-250 company truck is essential for ensuring safe and reliable operations. This SOP outlines the step-by-step process to comprehensively inspect various aspects of the vehicle before each journey, enhancing both driver safety and the vehicle's longevity.

Exterior Inspection

A meticulous exterior inspection is vital to identify any potential issues that might affect the vehicle's performance, safety, and appearance while on the road.

Tires and Wheels

  1. Check tire pressure and adjust if needed according to recommended levels.
  2. Inspect tire treads for wear, ensuring they meet safety standards.
  3. Verify lug nut tightness to prevent wheel-related incidents.

Lights and Signals

  1. Test all exterior lights, including headlights, taillights, turn signals, and brake lights.
  2. Ensure all lights are clean, unobstructed, and functioning properly.

Mirrors and Windows

  1. Adjust side mirrors for optimal visibility.
  2. Ensure all windows are clean and free from cracks or damage.

Engine and Underhood Inspection

A comprehensive engine and underhood inspection ensures the vehicle's mechanical components are in optimal condition before hitting the road.

Fluid Levels

  1. Check engine oil, transmission fluid, coolant, power steering fluid, and brake fluid levels.
  2. Top up any fluids that are below recommended levels.

Belts and Hoses

  1. Inspect belts for signs of wear, cracks, or fraying.
  2. Check hoses for leaks, cracks, or damage.

Battery and Charging System

  1. Verify the battery's condition and secure connections.
  2. Check the alternator's charging performance.

Interior Inspection

An interior inspection ensures the driver's comfort and safety while on the road, as well as the functionality of various interior features.

Seatbelt and Seating

  1. Ensure the driver's seatbelt is functional and properly fastened.
  2. Adjust the driver's seat for comfort and reach.

Dashboard and Controls

  1. Check the instrument cluster for warning lights or indicators.
  2. Verify the functionality of controls, including lights, wipers, and HVAC.

Cargo and Equipment Inspection

Ensuring the security of cargo and equipment in the vehicle's cargo area is essential for both road safety and service efficiency.

Cargo Area Organization

  1. Secure all tools and equipment to prevent movement during transit.
  2. Ensure materials are stacked safely and evenly.

Emergency Equipment

  • Confirm the presence and functionality of emergency equipment, such as fire extinguisher and first aid kit.

Documentation and Reporting

Thorough documentation and prompt reporting are integral parts of the pre-road inspection process.


  1. Maintain a pre-road inspection checklist to record inspection results.
  2. Note any identified issues, no matter how minor.


  1. If any issues are identified, report them to the maintenance team immediately.
  2. Follow company reporting protocols for swift resolution.

By e-signing, you acknowledge that you understand and agree to follow all of the guidelines outlined in this policy.

Getting Gas, Oil, & Air

Fueling the Company Truck

A systematic approach to fueling ensures cost-effectiveness and timely operations of our company truck.

🚨 Important: Ensure the truck stays at 1/4 of a tank or more. If it's nearing 1/4 tank, it's your turn to fill it up! This ensures we all have enough gas to get from point A to point B safely with plenty of fuel to spare.

Fueling Procedure

  1. Utilize the company-issued fuel card for authorized fuel purchases.
  2. Locate fueling stations approved by the company; refer to the provided list.
  3. Follow the instructions on the fuel card reader for secure transactions.
  4. When asked for a PIN, use the information stored with the card in the glove box.

List of fueling stations

  1. Shell
  2. ExxonMobil
  3. Chevron
  4. BP
  5. Texaco
  6. 76
  7. Speedway
  8. Circle K

Fuel Card Handling

  1. Keep the fuel card in the designated slot within the company truck for easy access.
  2. Never share the fuel card or its PIN with unauthorized personnel.
  3. Report a lost or stolen fuel card immediately to the designated authority.

Fuel Reporting

  1. Accurately record fuel expenses, noting gallons purchased, price per gallon, and current odometer reading.
  2. Maintain a log of fuel transactions and retain receipts for proper documentation.

Oil Maintenance

Regular oil checks and maintenance guarantee the longevity and reliability of our company truck. If the oil light is on, or if the oil is low, bring it in to get filled.

Checking Oil Levels

  1. Regularly inspect engine oil levels using the vehicle's dipstick.
  2. Conduct the check when the engine is cool and the truck is on a level surface.

Adding Oil

If oil levels are low, refer to the owner's manual for the recommended oil type and volume. (For most Ford Transit T-250 models, a synthetic blend or full synthetic motor oil with the following specifications is recommended:)

  1. API Certification: SN or higher
  2. ILSAC Certification: GF-5 or higher

Ensure the proper oil specification and fill to the manufacturer's prescribed level.

Here are some reliable places to get oil:

  1. AutoZone
  2. Advance Auto Parts
  3. O'Reilly Auto Parts
  4. Walmart Auto Care Centers
  5. Jiffy Lube
  6. Valvoline Instant Oil Change
  7. NAPA Auto Parts
  8. Pennzoil Service Centers

Use the company card to pay. When asked for a PIN, use the information stored with the card in the glove box.

Tire Inflation

Proper tire inflation enhances safety, fuel efficiency, and the overall performance of our company truck. If the tire light comes on, be sure to fill up the low tire that same day.

🚨 Important: As soon as the tire pressure light comes on, pull over and check for a flat. If the tire is low, keep driving to a tire inflation station. If it's flat, immediately exchange it for a spare tire.

Tire Inflation Procedure

Maintain tire pressure according to manufacturer specifications for optimal performance.

Recommended Tire Pressure for Front Tires: Around 50-60 psi (pounds per square inch)
Recommended Tire Pressure for Rear Tires: Around 70-80 psi (pounds per square inch)

Use a reliable tire pressure gauge to obtain accurate readings.

Reset the tire pressure light. (See how-to video below!)

Inflation Guidelines

  1. Maintain consistent tire pressure across all tires to ensure even wear and handling.
  2. Avoid both overinflation and underinflation, which can compromise tire life and vehicle efficiency.

Air Sources

Access approved air sources, such as fuel stations or company facilities, for tire inflation. Here are some places you can get free air:

  1. QuikTrip
  2. Discount Tire
  3. Wawa
  4. Costco Gas Stations
  5. Goodyear Auto Service
  6. Firestone Complete Auto Care
  7. Sheetz
  8. Love's Travel Stops

Keep a portable tire inflator onboard the company truck for emergency tire inflation.

By e-signing, you acknowledge that you understand and agree to follow all of the guidelines outlined in this policy.

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