Fleet status reports for multi-site customers, gathered truck by truck for your account manager.

A multi-site account leaves its trail in many places: PM tickets and repair orders from each branch that serves a site, the hour reading taken at each visit, the customer's own daily checklists where they share them, telematics exports where the trucks report, and notes on units waiting for parts. Before a review, someone lines all of it up against the customer's truck list, site by site, and the account manager walks the customer through it.

For the test, AI reads copies of those records and drafts the report line for each truck: site, unit number and serial, the latest hour reading and its date, the last PM and the next one due under the agreement, open repair orders, and whether your records show it down or back at work, with the document behind every entry. Nothing goes to the customer, and no PM date changes in your system. Your reviewer compares each draft with the report your account manager presented.

Down and back up are set by the rule, not the report. OSHA's truck standard, at 29 CFR 1910.178(p)(1), says a truck found in need of repair, defective or in any way unsafe is taken out of service until it has been restored to safe operating condition. Other paragraphs attach their own test for coming back: a truck may not run with a fuel system leak until the leak is corrected, and one that throws hazardous sparks or flames from its exhaust, or runs hot enough to create a hazard, stays out of service until the cause has been eliminated. A closed repair order alone doesn't say the truck went back to work. The draft gives the status your records state, with the document and date behind it, and lists every truck whose repair order closed without a note that it returned to service.

The customer's own checks may never reach paper. OSHA has said its rule doesn't require the pre-use examination to be documented. In a February 2000 letter it left record retention to the employer, and in May 2000 it wrote that nothing requires the examination to be recorded on a checklist, though an employer may insist on one. In 2005 it added that a truck stored or not used every day needs no examination until it is ready to go back into service, and that one parked for a long time may need service first. So a fleet report built on daily checklists has to say which sites keep them. The draft notes, site by site, whether checklists came in, and lists spare and seasonal units with no recent reading instead of guessing their hours.

Checklists and telematics keep readings of their own. OSHA's sample daily checklists, written with the Industrial Truck Association under an alliance between the two, give an electric truck separate lines for a drive hour meter reading and a hoist hour meter reading and an engine truck one hour meter line, with each item marked OK or Maintenance and the instruction to have a qualified mechanic correct all problems. Hyster's 2024 brochure for Hyster Tracker describes a digital pre-shift checklist that keeps the truck from running until it is complete, live status covering utilization, availability, charging and maintenance, and an impact lockout that stops a truck from returning to work too soon after a critical impact. A truck can show as unavailable in one export and checked and running on the next morning's checklist. The draft carries both, with their times, and leaves the status to your service manager.

Public buyers spell out what a review covers. The Georgia Ports Authority's scope of work for a seven-year forklift supply and maintenance contract, solicitation 22-GA-10242619, has the vendor inspect each truck weekly, record its hour meter reading and write an inspection report; supply a loaner for any truck out of service for maintenance 48 hours or more; move trucks between terminals on request; and send a fleet or account supervisor to monthly coordination meetings that review the fleet's reliability, downtime and cleanliness, the age of each truck, the prior month's usage by truck and the month's damage, with minutes due within seven days. The State of Ohio's 2017 request for quote SUR2018-02 for warehouse forklift service asked for a written report at the end of each PM visit with the warehouse or surplus manager's signature, invoices giving service date, location, make, model and serial number, and the State Surplus Manager's approval for any repair outside the PM. When an account's contract lists what its review must cover, the draft follows that list.

What your reviewer will watch. Is every truck on the customer's list accounted for, at the right site, after any move between buildings? Does each hour reading carry its date and the record it came from? Is the next PM worked out the way your agreement and your dealer system set it, and marked as a draft for a person to approve? Is every truck shown down or back at work exactly as a document says, and never by inference? And are trucks that no record mentions listed as unknown rather than left off the report?

Once your reviewer says yes, the reports for upcoming fleet reviews get the same drafting for about 30 days.

Each draft waits for your service manager to confirm every truck's status and any PM date, and for the account manager to approve it before a customer sees it. The account manager still presents it the way they do now.

Drafts and presented reports are compared all month. No second job starts before the month is out.