What is Fleet Preventive Maintenance?

Regularly scheduled maintenance is known as preventive maintenance. You perform preventive maintenance to keep your vehicles in good working order. Although you could consider it ordinary maintenance, there are some significant differences. For instance, routine maintenance includes brake inspections, fluid flushes, tire rotations, and oil changes. Your fleet vehicles will operate safely and effectively as a result. Preventive maintenance, however, encompasses more than just keeping your vehicles functional. Additionally, it looks for issues including faulty hoses, frayed belts, fluid leaks, and weak connections. These precautionary steps guarantee the dependability and safety of your automobiles.

Long-term vehicle reliability, safety, and efficiency are all improved through preventive maintenance. If you're trying to find solutions to enhance your vehicle's performance and extend its life, investigating preventive maintenance makes sense.

Preventive maintenance aims to lower the risk of accidents by preventing equipment failure before it happens. Finally, by taking specific procedures to ensure minimal risk to your company, you and your staff will be able to concentrate on enhancing what is currently effective rather than trying to fix what is broken.

Types of Maintenance

There are three major ways to keep your fleet in good condition. Depending on your needs, you must choose one way over another because each has advantages and disadvantages.

  • Scheduled Maintenance:
    Planned vehicle checks are referred to as scheduled maintenance. Based on mileage, age, and usage trends, this kind of maintenance is performed on a regular basis. These inspections often involve oil changes, tire rotations, brake pads, spark plugs, battery tests, fluid levels, and filters.

  • Reactive Maintenance:
    Reactive maintenance is done when a vehicle experiences a problem. Examples include changing out worn parts, patching leaks, and correcting accident-related damage. Since it aids in problem correction, reactive maintenance is frequently required. However, because it demands more downtime, it might be expensive.

  • Preventive Maintenance:
    The greatest solution for fleets that want high reliability is preventive maintenance. Regularly cleaning, lubricating, and inspecting parts including brakes, tires, belts, hoses, and fluids are all part of this form of maintenance. Your fleet's performance is ensured by preventive maintenance.

Preventive Maintenance Techniques

Calendar-based and usage-based preventive maintenance are both included in preventive maintenance schemes.

Annual inspections as well as yearly/quarterly inspections are used for calendar-based preventative maintenance. These consist of checks, repairs, etc. These kinds of preventive maintenance call for expertise.

Usage-based preventative maintenance involves keeping an eye on things like fuel usage, air pollution, and mileage.

A Preventive Maintenance Service Checklist

A checklist for preventive maintenance services makes sure all the fleet vehicles are maintained effectively and correctly. This checklist includes procedures like changing brake pads, checking tire pressure, replacing air filters, and visually inspecting the battery terminals.

Checks for preventive maintenance keep your trucks/vans operating safely and efficiently. Additionally, they save money by lowering the frequency of future repairs. A preventative maintenance service checklist will also show you that many of the routine tasks you previously believed were required are actually not.

Why is Preventive Maintenance important?

  • Money Saved is Money Earned:
    Because it keeps your vehicle operating smoothly and saves you money saves you money, preventive maintenance is crucial. Preventing a problem from occurring will cost less than having to pay for repairs afterward. And a piece of well-kept equipment operates more smoothly. Additionally, you can save money by using less fuel and maintaining your truck or van longer. Preventive maintenance for your fleet is crucial since it helps you avoid costly breakdowns that could end up costing you tens of thousands of dollars in repairs.

  • Increase Vehicle Uptime:
    Schedules for preventive maintenance are used to keep your fleet operating efficiently. They reduce downtime, which helps businesses save money. But how can you possibly know what must be done? And what is the price? You can maintain the smooth and effective operation of your cars by using a fleet preventive maintenance program. Regular inspections allow you to spot issues early and address them before they escalate into bigger difficulties. As a result, productivity rises and downtime is decreased.

  • Safety Comes First:
    The safety of drivers will improve with routine vehicle maintenance. Less likely will a vehicle in your fleet break down as a result of more serious problems. If you maintain your truck or van regularly, any systems that may develop difficulties in the future will be checked regularly, and any issues will be resolved right away. Your vehicles require additional maintenance throughout the winter months to be safe to navigate the ice roads and terrain. The safety of your drivers is crucial. Because if your van or truck breaks down on the road, other vehicles could be influenced. For instance, a tire rupture may cause a collision with another vehicle.

  • Regular inspections save costly repairs:
    The negligence of fleet management results in expensive vehicle repairs. Regular preventive maintenance and upkeep might help you avoid some expensive auto problems including engine and gearbox failure. To prevent metal shavings from entering the automobile's engine and causing difficulties, an oil change is essential. When necessary, replace the fluids in your vehicle. The systems' lifespan will be extended as a result. Failure to do so could stress the engine and lead to problems.

  • Extend the lifespan of vehicles:
    Fluid changes every 3,000 to 10,000 miles are a necessary part of routine maintenance for vehicles based on the year, make, and model. It's a good idea to follow the owner's manual's recommended timetable when replacing your transmission fluid and cleansing your cooling system, but performing maintenance earlier is preferable. Sometimes trucks are operated without being fixed due to a lack of spare components. The truck's lifespan is shortened by this technique.

Decide on the intervals for preventative maintenance

The recommended schedule provided by the vehicle's manufacturer is the best guide for determining preventive maintenance intervals. The frequency of maintenance is affected by a wide range of factors, though. Age of the vehicle, road conditions, weather, and usage habits are a few of these.

When choosing PM (Preventive Maintenance) intervals, take into account the environment the vehicle will be operating. For instance, you might want to lengthen the period between oil changes if you reside in a chilly climate. On the other side, if you live in hot climates, you might wish to minimize the interval between oil changes and replace filters less frequently.

Check the owner's manual to see what the manufacturer recommends. Think about the vehicle's driving circumstances as well. To prevent excessive wear and tear, you might wish to increase the time between oil changes if your fleet frequently travels large distances.

Preventive maintenance components

A good preventative maintenance schedule contains all pertinent data regarding a certain vehicle or piece of equipment. Technicians can avoid wasting time looking for information that isn't present in this method. Automation also makes it possible for flawless execution, which lowers the possibility of human error.

  • Immediate reminders for maintenance:
    A program that generates reminders for maintenance like Simply Fleet assists motorists in keeping track of vehicle upkeep and repair duties. It will be simpler to remember to perform routine maintenance, such as oil changes, tire rotations, fluid flushes, and brake inspections, with the help of these tools. It makes sense to utilize software to remind you of these chores because many of them need to be completed regularly.

    Reminders for routine maintenance are most frequently associated with:

    • Oil changes
    • Tire rotations
    • Fluid flushes
    • Brake inspections

    You can boost safety and save money with these tools. For instance, if you are aware that the air filter needs to be changed every 60,000 miles, you might book an appointment with your mechanic for the subsequent time you have your vehicle serviced. But what if your truck/van doesn't let you know that it requires maintenance? If the warning light is on while you're moving along the road, you might stop and find out why. Or perhaps you simply are unaware of how much fuel you have consumed. You might receive notice of those problems and advice on how to address them through an automated maintenance reminder program.

  • Examination Findings:
    The knowledge obtained during routine inspections serves as the foundation of a good preventative maintenance program. Efficiency is provided while developing a PM program via routine inspections like the Daily Vehicle Inspection Reports, where results are submitted electronically.

    In addition to conducting inspections during yard checks, at gas stations, or in specified inspection zones, trained people are also able to provide the data. When inspection results are noted on work orders, it is ensured that problems are resolved before they become severe breakdowns that demand a lot of resources.

    You can track common and recurrent faults across vehicles by having all inspection data in one single database, which enables you to make data-driven maintenance decisions.

  • Analytics and perceptions of Preventive Maintenance:
    Software for fleet management gathers information on the behavior and performance of the vehicles. Fleet managers can use this information to make more informed choices about preventive maintenance.

    Preventive maintenance keeps machinery in good working order, minimizing downtime and repair expenses. Additionally, it aids in lowering emissions and fuel consumption.

    Preventive maintenance has numerous established advantages. According to a recent study, businesses that do routine maintenance see savings of up to $1 million annually.

  • Bulk Management Service Programs:
    The equipment used for different PM duties varies. It takes a lot of time and effort to create service schedules for every asset in your fleet. You will need service programs that can produce and manage service reminders across assets to assist standardise their preventative maintenance if you want to streamline the procedure. This will enable you to organize service jobs and bulk-attribute them to particular assets.

  • Bulk Management Service Programs:
    The equipment used for different PM duties varies. It takes a lot of time and effort to create service schedules for every asset in your fleet. You will need service programs that can produce and manage service reminders across assets to assist standardise their preventative maintenance if you want to streamline the procedure. This will enable you to organize service jobs and bulk-attribute them to particular assets.

  • Fleet Reports:
    Whether your PM is carried out internally or by outside contractors, it is crucial to make use of the data at hand to monitor the success of your program. In a business setting, outsourcing is a cost-effective alternative that frees up your time to focus on other challenges. Taking a proactive stance in both internal and external services extends beyond getting timely fleet-related notifications and reminders. The strategy calls for timely data analysis for discrepancies and regular adjustments to better meet your fleet's shifting needs.

    Advanced fleet management solutions assist you in immediately enhancing the efficacy of your PM program by informing drivers about their upcoming services and directing them to service locations while they are en route.

  • Integrated reporting mechanisms:
    Drivers may easily complete inspection reports using fleet management software and send them to fleet managers for approval digitally. Fleet managers can monitor driver compliance and make sure that their automobiles are being maintained properly thanks to this. Additionally, fleet managers can read the report and immediately address any concerns discovered thanks to integrated reporting systems.

Cost of not doing preventive maintenance on heavy equipment

Fleet managers are responsible for keeping fleets running smoothly and safely. Preventive maintenance helps ensure that vehicles remain safe and reliable over time. However, fleet managers often neglect regular maintenance because it can seem like a huge expense. But there are ways to reduce expenses while maintaining safety. Here are some tips to help you manage preventive maintenance costs.

  • Know Your Equipment:
    The first step to managing preventive maintenance costs is knowing what type of equipment you use. Knowing how much each vehicle costs to maintain can help you determine whether it makes sense to invest in preventive maintenance. For example, if a truck costs $100 per month to operate, it might make sense to spend $200 every three months on oil changes. On the other hand, if a forklift is $10,000 per year to repair, spending $2,500 every six months on lubrication could save money in the long run.

  • Keep Track of Costs:
    Once you know what type of equipment you have, you can start tracking the costs associated with operating and repairing it. This includes everything from fuel to parts and labor. Keeping track of these costs will allow you to see where you can cut back and where you can increase efficiency . By looking at your data, you can identify areas where you can save money without sacrificing quality.

  • Find Ways to Reduce Maintenance Costs:
    There are many things you can do to reduce maintenance costs. One way is to find out about discounts that apply to certain types of equipment. You can also look into purchasing used equipment and leasing rather than buying outright. These options can give you better value for your money. Another option is to work with suppliers who specialize in providing maintenance services. They may offer lower rates than those offered by dealerships.


Fleet maintenance management software provider Simply Fleet recently launched a new feature called "Preventive Maintenance." This tool helps fleets schedule preventative maintenance based on mileage, driving hours per day, and equipment age.

The idea behind this tool is simple: Preventing problems before they happen saves you money. By scheduling preventative maintenance, you avoid having to spend money fixing something later on. In addition, it allows you to track how much money you are spending on repairs throughout the year.

This tool can help you identify areas where you could cut costs or maybe you can reduce the number of miles driven by that vehicle. By tracking maintenance history and efficiency and costs for maintenance, it becomes easy for fleet owners or managers to understand the total cost of ownership which helps them understand if they should retire the old vehicle and purchase a new one.

In addition to saving money, scheduled preventative maintenance can extend the life of your fleet. As mentioned above, preventing problems before they occur saves you money. But keeping your fleet well maintained extends the life of your fleet, too.

For instance, a truck that spends five days a week doing long hauls will likely wear out sooner than one that does shorter trips. If you replace the worn parts on a vehicle that is used less frequently, you'll have fewer breakdowns and downtime.

Preventive maintenance helps to ensure the longevity of your fleet vehicles. The longer they last, the less money you spend replacing them. In addition, regular maintenance keeps your fleet vehicles running smoothly. This means fewer breakdowns and repairs. As a result, your business operations run more efficiently.

If you don't schedule regular preventive maintenance, your fleet vehicles may experience problems sooner rather than later. When this happens, you'll need to pay out of pocket for costly repairs. That's why it's important to maintain your fleet vehicles regularly.

Fleet preventive maintenance also helps to protect your company from liability claims. A vehicle accident caused by a problem with its brakes or tires might lead to a lawsuit against your business. To avoid these situations, using a fleet management software becomes mandatory.


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Photo by Tekton on Unsplash