Templates and records · SQAS2022
Vehicle and tank maintenance record for SQAS
A tank with a poorly maintained valve is a spill waiting to happen. The record shows that every vehicle follows a plan and that the statutory inspections are up to date.
In one sentence
The vehicle and tank maintenance record brings together, for each vehicle, the preventive maintenance plan, the statutory inspections —the vehicle’s ADR certificate of approval, periodic and intermediate tank inspections—, checks on the on-board equipment and breakdowns with their repair, because the SQAS Transport Service questionnaire assesses the condition and maintenance of equipment and the ADR sets inspection deadlines for vehicles and tanks.
- Type of information
- Mandatory record Transport Service questionnaire; ADR inspections (chapters 6.8 and 9.1) where applicable
- Who fills it in
- Workshop or fleet manager With the drivers for the pre-trip check and with approved external workshops
- When
- According to the plan and legal deadlines Daily driver check, preventive work by mileage or time, ADR inspections on their due dates
- How long it is kept
- Life of the vehicle or tank The full history is useful while the equipment is in service; inspection certificates, at least until the next one
What the standard requires
What SQAS2022 demands and what it leaves to your judgement
Vehicles that need an ADR certificate of approval undergo an annual technical inspection to keep it (9.1). Fixed and demountable tanks have periodic inspections at maximum intervals of six years and intermediate ones every three, each with its certificate (6.8.2.4).
SQAS also asks about an in-house preventive maintenance plan, pre-trip checks, control of on-board and protective equipment, how breakdowns are handled and how subcontractors’ equipment is checked.
The record should make it possible to see, by registration number, whether a vehicle is fit to go out today.
Structure
Fields the template should include
- Vehicle, tank and registration number
- ADR certificate of approval and its expiry
- Periodic and intermediate tank inspections, with date and result
- Preventive maintenance plan and compliance with it
- Driver’s pre-trip check
- On-board and protective equipment: inspection and replacement
- Breakdowns, repair, workshop and return to service
- Status: fit, fit with restrictions, out of service
Example
Example: file for a corrosive products tank
Company, people and figures are fictitious: the example only shows what a properly completed record looks like.
| Field | Content |
|---|---|
| Equipment | Tank CT-12 on a semi-trailer · assigned tractor unit TR-07 |
| Vehicle ADR certificate | Valid until 31 August 2026 · inspection booked for July |
| Tank | Intermediate inspection in September 2025 satisfactory · periodic due in September 2028 |
| Preventive | Valves, gaskets and hoses checked every 3 months · last on 15 June 2026 |
| Breakdown | Drip from the bottom valve on 22 May · gasket replaced on the 23rd · INC-2026-019 |
| On-board equipment | Monthly check · vest and torch replaced on 2 April |
| Status | Fit |
At the audit
Mistakes auditors commonly flag
- Expired ADR certificates of approval or tank inspections.
- Corrective maintenance only: there is no preventive plan.
- The driver’s daily checks are not recorded.
- The on-board equipment is not checked and items are missing at an inspection.
- The condition of subcontractors’ vehicles is not checked.
In Kimobox
How this record is kept in Kimobox
- 1Vehicle maintenance is scheduled as recurring records, with an alert before each due date.
- 2Certificates of approval and inspections with an expiry date trigger an alert before they lapse.
- 3Each breakdown is logged as an incident linked to the vehicle, together with its repair.
- 4The status of the whole fleet, own and subcontracted, can be checked on the dashboard.
Frequently asked questions
What people ask us before getting started
How often is an ADR tank inspected?
Under the ADR, fixed and demountable tanks undergo a periodic inspection at least every six years and an intermediate one at least every three. The exact intervals depend on the type of tank and are stated on its certificates.
What about the vehicle?
Vehicles that need an ADR certificate of approval renew it through an annual technical inspection. Without a valid certificate they cannot carry the goods that require one.
Does SQAS look at subcontractors’ maintenance?
It asks how the company makes sure subcontracted equipment is in good condition. Requesting their certificates and checking the vehicle at loading are common ways of showing it.
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Sources
Where each figure comes from
References to the official text in force. If a standard is revised, this page is updated and the review date says so.
- Agreement concerning the International Carriage of Dangerous Goods by Road (ADR) UNECE · Current edition
- SQAS — Safety & Quality Assessment for Sustainability: Core and Transport Service questionnaires Cefic · Revised questionnaires in force since 1 January 2022