Record the observation in a consistent way
Use your organisation’s reporting process and include the registration or fleet number, the driver’s name, the date and the affected wheel position. Describe what was observed: a warning, visible damage, pressure concern or unusual wear. A short factual description is more useful than an unsupported diagnosis. Add photographs only when they can be taken without exposure to traffic or site hazards.
HSE advises that drivers should receive instruction in appropriate vehicle checks and reporting problems. A report therefore works best as part of an established process, rather than an instruction to an untrained driver to inspect a vehicle mechanically. Make sure the report reaches the responsible person and that the driver knows how the next decision will be communicated.
Give the service team an authorised point of contact
When requesting a visit, share the defect description alongside the tyre specification if available, location, access arrangements and vehicle availability. Identify who can approve the work and whether the vehicle is company-owned, leased or hired. A driver may be the best person to meet the fitter while a different manager needs to approve a replacement; explain that arrangement at the start.
If several vehicles have reports, list them separately. Do not merge the symptoms or use one tyre size as a placeholder for the entire group. Each vehicle may need a different product or assessment. A booking reference should connect the agreed visit to the right vehicle so a change of driver or shift does not lose the maintenance context.
Close the report with what was actually done
After the appointment, record the completed tyre work and any follow-up finding in your maintenance process. Keep an unresolved recommendation visible rather than closing every item simply because a tyre was replaced. Ask the fitter to explain observations clearly enough for the responsible manager to decide whether another assessment is required. The record should distinguish completed work from work still to be arranged.
Use our fleet tyre services to discuss the reported vehicles, tyre requirements and attendance plan. Confirm the scope and complete quote for each agreed replacement, including the quoted tyres and fitting. Keep the service record with the vehicle’s maintenance information. A mobile tyre visit supports the fleet process; it does not replace the business’s own checks, approval arrangements or wider vehicle maintenance programme.
Before you book
- Record registration, wheel position and the observed defect.
- Use the business reporting and escalation process.
- Name the contact who can authorise the work.
- Link completed work and outstanding findings to the vehicle.
Your tyres, taken care of.
Choose a visit that fits your day. Share your vehicle and location, and we’ll confirm the right tyre, appointment and full quote.
Your questions, answered.
Does a driver need to diagnose the tyre fault?
No. A factual report of the warning or condition is useful. Inspection and the maintenance decision should be handled through the appropriate professional and business process.
Does fitting a new tyre close every vehicle defect?
No. Record what was completed and keep any separate wheel, steering or other finding open until the responsible person arranges the appropriate follow-up.
Useful sources
For further information, explore these sources.