Plan the routine around your site
Map the showroom, public forecourt, reception and shared facilities covered by each assigned premises routine. Vehicle movements and any workshop activity require the site’s approved trained roles and procedures. Before opening, review unresolved area restrictions and record the actual preparation completed for customer access. A premises finding should use a location or shared-asset reference; vehicle condition, sales details and customer data remain in their designated records. When work cannot be completed, name the lead who receives the exception. Pass current forecourt arrangements into the reception handover so staff know which operational actions remain outstanding.
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 |
|---|---|---|
| Area handover | Review showroom and forecourt restrictions. | Area and responsible lead. |
| Showroom opening | Complete assigned public-area preparation. | Location and actual outcome. |
| Forecourt round | Follow approved observations within staff scope. | Zone and response. |
| Shared facilities | Record agreed facilities tasks. | Area and exception. |
| Premises finding | Report visible fixture or shared-equipment defects. | Asset and action reference. |
| Reception continuity | Carry outstanding area work to the next team. | Owner and next review. |
A forecourt round does not certify a vehicle
Keep vehicle inspection and preparation records in their authorised workflow. The premises checklist should identify only its actual area observations and restrictions.
Give the next shift enough context
A damaged accessible door fitting is reported at showroom VD-01. The team identifies the location and follows the premises response process. The duty lead records the temporary entrance arrangement and assessment owner. Reception sees the current restriction independently of any vehicle-sales record.
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 forecourt or showroom findings and whether reception receives the current arrangement before opening. Separate premises completion from vehicle preparation, roadworthiness and workshop records. A completed round should retain its exceptions so unresolved facilities work remains clear during customer handover.
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 opening & closing examples and planning and cleaning & readiness 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
Should vehicle records be combined with the premises checklist?
Use separate authorised records for vehicle condition and customer matters. Connect an operational premises action only where a relevant area or asset reference is needed.
What is the scope of this guide?
Vehicle movements, roadworthiness, workshop work and test drives follow competent approved procedures. These examples contain no vehicle-release criteria.
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 movements, roadworthiness, workshop work and test drives follow competent approved procedures. These examples contain no vehicle-release criteria.