Plan the routine around your site
Define the pedestrian routes, staff facilities, public-facing areas and accessible yard observations covered by each routine. Vehicle checks, maintenance, dispatch decisions and driver duties retain their specialist approved processes. The premises team should read current restrictions before starting and use bay or route references for observations within its role. Do not ask a general opening form to certify the fleet or authorise a service departure. When an assigned area cannot be accessed, record the reason and next owner. The incoming shift needs the current premises arrangement and unfinished maintenance action alongside any required reference to the authorised transport operation.
Agree the assigned role, due window, expected record and escalation route with the people who do and review the work. Include an honest outcome for work that could not be completed, with a reason and a next action.
What to include in the checklist
These are planning examples. Adapt the questions and timing to your approved procedures and the person’s responsibilities.
| Routine | Work to define | Useful record |
|---|---|---|
| Depot handover | Review outstanding premises restrictions. | Area and current owner. |
| Staff facilities | Complete assigned preparation and cleaning tasks. | Location and outcome. |
| Pedestrian routes | Follow the approved accessible premises round. | Route and response. |
| Yard observations | Record only assigned work within training. | Bay and exception. |
| Vehicle-process reference | Refer to required authorised transport records where relevant. | Approved record and responsible role. |
| Shift continuity | Carry unfinished premises work forward. | Owner and review window. |
A depot walkround does not approve the fleet
Name the premises scope and reference relevant authorised records. Vehicle roadworthiness, driver duties and dispatch remain separate competent decisions.
Give the next shift enough context
A damaged accessible door fitting is reported beside staff route BD-02. The premises team identifies the exact area and follows the depot response procedure. The duty lead records the temporary route arrangement and assessment owner. The incoming team sees the premises action independently of vehicle inspection or dispatch records.
Identify the area or asset, the observation, the actual result, the immediate action and who was informed. Attach useful evidence where safe and permitted. A photograph supports a finding without establishing its cause.
- Keep the original observation and time.
- Assign a specific next action and agree when it will be reviewed.
- Record the later outcome and authorised verification beside the finding.
Read the guide to writing a useful fault report for a closer look at the evidence record.
Review the work still needing attention
Review repeat route and facilities findings and whether each retains a next owner across shifts. Keep completed premises rounds distinguishable from vehicle checks, maintenance and departure decisions. Missing records should explain which assigned work is unconfirmed rather than being replaced by a retrospective all-depot approval.
Review completion and outstanding actions together. A missing routine and a completed routine with a failure need different follow-up. The weekly manager review guide explains how to move from the summary to the source record.
For the wider workflow, explore equipment & findings examples and planning and shift handover examples and planning.
Try the routine in CheckControl
Start with an existing routine, add its questions and instructions, and agree the assignment and due window. Staff can record answers and findings on their phones; managers can review the record and follow-up. Use the relevant PDF or Excel export for your authorised review. The public demo uses fictional people, findings and evidence.
Common questions
Can a premises round sit alongside vehicle checks?
Yes. Keep separate assignments and source records, with explicit references only where a premises restriction affects the authorised transport operation.
What is the scope of this guide?
Vehicle safety, driver duties, traffic management and dispatch follow approved competent and regulatory arrangements. This guide covers premises records only.
Sources and scope
CheckControl wrote these record-design and handover examples. Use your organisation’s approved specialist procedures and the relevant authoritative guidance: HSE: workplace transport. Source checked 5 October 2026.
Vehicle safety, driver duties, traffic management and dispatch follow approved competent and regulatory arrangements. This guide covers premises records only.