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pre trip

Vehicle Inspection

Check tire pressure and tread depth

Inspect brakes for wear and functionality

Examine fluid levels (oil, coolant, brake fluid)

Ensure all lights are functioning (headlights, taillights, turn signals)

Look for any visible leaks under the vehicle

Verify that mirrors are clean and properly adjusted

Documentation

Confirm that registration and insurance documents are up to date

Collect the vehicle registration document.
Verify the registration expiration date.
Obtain the insurance policy document.
Check the insurance coverage period.
Ensure both documents are physically available in the vehicle.

Ensure the driver's license is valid and accessible

Check the expiration date on the driver's license.
Confirm the license is not suspended or revoked.
Keep the driver's license in an easily accessible location.
Ensure the name matches the one on the vehicle registration.

Review any necessary permits for the trip (if applicable)

Identify required permits based on the trip destination.
Gather copies of any special permits needed.
Check for any state or local permit requirements.
Ensure permits are valid and up-to-date.

Safety Equipment

Ensure a first aid kit is present and stocked

Confirm that fire extinguishers are available and in good condition

Check for flashlights and extra batteries

Verify that reflective triangles or road flares are available

Cargo Check

Ensure all cargo is properly secured and distributed evenly to maintain vehicle balance

Verify that the weight of the cargo does not exceed the vehicle’s weight limit

Check for any hazardous materials and confirm they are labeled and stored according to regulations

Inspect cargo for damage or leaks that could pose a risk during transit

Confirm that all items are properly packed and protected from shifting during transport

Ensure that any fragile items are cushioned and secured appropriately

Review the load plan to ensure all items are accounted for and in the correct order for delivery

Check that any necessary permits for special cargo are on hand and valid

Inspect tie-downs, straps, and other securing devices for wear and functionality

Make sure that the cargo area is clean and free of debris that could interfere with loading or unloading

Driver Preparation

Verify that the driver is well-rested and fit for driving

Review the route and any stops along the way

Ensure the driver has a charged mobile phone and charger

Discuss any specific instructions or considerations for the trip

Communication

Ensure all communication devices (radio, mobile phone) are fully charged and functional

Test communication devices for clarity and connectivity

Review emergency contact numbers and ensure they're easily accessible

Discuss communication protocols with the team, including who to contact in various situations

Establish regular check-in times during the trip

Confirm that all team members know how to use the communication devices

Share trip itinerary and key locations with the team for reference

Set up a backup communication plan in case primary devices fail

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