How long must you keep walkaround & defect records?
The 15-month rule
Under the DVSA "Guide to Maintaining Roadworthiness", operators must keep a documented system of driver walkaround checks and defect reporting, and retain those records for at least 15 months. The same 15-month retention applies to safety inspection (PMI) records, so your whole maintenance history lines up.
"Readily available" matters as much as "kept". If DVSA asks for a specific record on an operator visit and you can't produce it quickly, it counts against you even if the record technically exists somewhere.
What exactly do you need to keep?
- The walkaround check record for each vehicle, each day it's used — including nil-defect checks.
- Any defect reports, with detail (and ideally photos).
- The rectification — what was done to fix the defect, or the sign-off that the vehicle was safe to drive.
- The driver's identity and the date/time of the check.
Why nil-defect records count
The most common record-keeping failure is only recording checks when something is wrong. DVSA expects a record for every check. A gap in your records reads as "no check was done that day" — which is a far bigger problem than a recorded defect that was fixed.
No record is treated as no check. A complete run of nil-defect records is some of the best evidence a compliant operator can show.
Never lose a record again
Raahi keeps every walkaround, defect and rectification for 15 months automatically — timestamped, photographed and findable in one search.
See the walkaround app →Paper or digital?
Both are acceptable. The difference is risk. Paper can be lost, water-damaged or simply un-findable on the day it's needed. A digital system retains everything, timestamps each check and makes retrieval instant. For the full rules on the checks themselves, see our complete DVSA daily walkaround check guide.
How long must HGV walkaround and defect records be kept?
At least 15 months, readily available for DVSA inspection — paper or digital.
Do I need to keep nil-defect records?
Yes — a record for every check, including days nothing was wrong. A missing record reads as no check done.
How long should I keep PMI records?
Also at least 15 months, alongside walkaround and defect records.
General information, not legal advice — always refer to the current DVSA guidance.