- Owner
- Shop Manager
- Effective date
- September 15, 2026
- Review cycle
- Every 12 months
1.Purpose
To make sure every vehicle receives a consistent, thorough inspection, findings are documented with evidence, and results are communicated to the customer clearly and honestly.
2.Scope
Applies to a standard multi-point inspection performed alongside routine service or as a standalone check. Detailed repair of any finding is covered by its own service procedure.
Definitions
- Diagnostic scan tool
- A device connected to the vehicle's onboard computer to read stored fault codes.
- Urgency category
- A rating given to each inspection finding, such as immediate, soon or monitor, to help the customer prioritize repairs.
- Inspection report
- The documented results of the inspection, including photos, shared with the customer.
3.Responsibilities
- Technician
- Performs the physical inspection, documents findings with photos, and runs the diagnostic scan.
- Service Advisor
- Reviews findings with the technician and presents the report and estimate to the customer.
- Shop Manager
- Audits inspection quality and resolves disagreements about urgency ratings.
RACI matrix
| Activity | Technician | Service Advisor | Shop Manager |
|---|---|---|---|
| Review customer concerns before inspecting | R | A | I |
| Perform the physical inspection | R/A | I | I |
| Run the diagnostic scan | R/A | - | I |
| Categorize findings by urgency | R | A | C |
| Present findings and estimate to the customer | I | R/A | I |
R = Responsible, A = Accountable, C = Consulted, I = Informed
4.Materials and PPE
Materials, tools and systems
- →Multi-point inspection checklist
- →Diagnostic scan tool
- →Tire tread depth gauge and pressure gauge
- →Camera or tablet for photo documentation
- →Shop management system for the inspection report
Personal protective equipment
- →Safety glasses
- →Gloves
5.Procedure
- 5.1
Review customer concerns and history
TechnicianRead the customer's stated concern and the vehicle's service history before starting the physical inspection.
- 5.2
Check fluid levels and condition
TechnicianCheck engine oil, coolant, brake, power steering and washer fluid levels and note any that are low, dirty or leaking.
- 5.3
Inspect belts and hoses
TechnicianVisually inspect drive belts and hoses for cracking, fraying or soft spots and note any close to end of service life.
- 5.4
Inspect brake pads, rotors and lines
TechnicianMeasure remaining brake pad thickness, check rotor condition, and inspect brake lines for leaks or damage.
Checkpoint: Brake pad thickness is measured and recorded on every inspection, not estimated visually.
- 5.5
Inspect tire tread and pressure
TechnicianMeasure tread depth at multiple points on each tire, check for uneven wear, and set pressure to the door jamb placard.
- 5.6
Inspect the battery and charging system
TechnicianCheck the battery terminals for corrosion, test battery voltage, and verify the charging system is within the normal range.
- 5.7
Inspect the exhaust system
TechnicianCheck the exhaust system from the manifold to the tailpipe for leaks, rust-through or loose hangers.
- 5.8
Inspect suspension and steering components
TechnicianCheck for excessive play, leaking shocks or struts, and worn bushings in the suspension and steering system.
- 5.9
Test lights, wipers and horn
TechnicianTest all exterior lights, wiper blades and the horn, noting any bulb, blade or function that fails.
- 5.10
Run a diagnostic scan
TechnicianConnect the diagnostic scan tool and record any stored fault codes, including whether the check engine light is currently on.
- 5.11
Document findings with photos
TechnicianPhotograph any significant finding, such as a worn brake pad or a leak, and attach the photos to the inspection report.
- 5.12
Categorize findings by urgency
TechnicianRate each finding as immediate, soon or monitor based on safety impact and how quickly it is likely to worsen.
Checkpoint: Every finding has an assigned urgency category before the report goes to the service advisor.
- 5.13
Review results with the service advisor
TechnicianWalk the service advisor through the findings, urgency ratings and supporting photos before the customer is contacted.
- 5.14
Present findings and estimate to the customer
Service AdvisorShare the inspection report and photos with the customer, explain the urgency of each finding, and provide a cost estimate for any recommended work.
6.Quality checks
- →Every inspection point on the checklist is completed, not skipped for time.
- →Brake pad thickness and tire tread depth are measured and recorded, not estimated.
- →Every significant finding has a supporting photo in the report.
- →Urgency categories are assigned consistently using the same criteria.
7.Records
- →Completed multi-point inspection checklist
- →Diagnostic scan results
- →Inspection report with photos
- →Customer-approved and declined work list
8.KPIs
- →Average time to complete a multi-point inspection
- →Percentage of inspections with complete photo documentation
- →Recommended-work acceptance rate
- →Number of comebacks related to a missed inspection finding
9.Common mistakes
- →Rushing through the checklist and skipping an inspection point.
- →Estimating brake pad thickness by eye instead of measuring it.
- →Not photographing a finding, making it harder to explain to the customer later.
- →Inconsistent urgency ratings between technicians for similar findings.
10.Revision history
| Revision | Date | Description | Reviewed by |
|---|---|---|---|
| 1.0 | September 15, 2026 | Initial release | Ilia Pirozhenko |
This is a template. Adapt it to your organization, equipment and local regulations before use.
