Why Prestarts Exist
A prestart checklist is a daily inspection of a vehicle or machine before it is used. The operator walks around, checks specific items, and confirms the equipment is safe to operate.
It is not a mechanical service. It is a quick visual and functional check that catches obvious defects before they cause a breakdown, damage, or injury.
A Legal Requirement
Pre-start inspections are a legal requirement under WHS legislation. A PCBU must ensure plant is inspected and maintained so it is safe to use. Prestart checklists are the frontline of that duty. They create a daily record that the vehicle was checked and deemed fit for operation.
If a machine fails and someone is injured, the first question from the regulator is: "Was a prestart done that day?" If the answer is no, or the form is missing, you are already behind.
IPWEA highlights that pre-start checklists benefit councils and local government specifically, but the obligation applies across every industry that operates vehicles or plant.
What to Check: The Essential Items
DigiClip's guidance says a prestart checklist should cover "exterior and interior condition, mechanical and electrical systems, fluid levels, safety devices." That is a solid framework. Here is how it breaks down by category.
Identification and Recording
Before anything else, capture the basics:
- Asset ID - which specific vehicle or machine is being inspected
- Hours or odometer reading - the current reading at the time of inspection. This feeds directly into service interval tracking.
- Site or location - where the vehicle is operating
- Operator name - who is conducting the prestart and operating the equipment
- Date and time - when the inspection was completed
Fluid Levels
- Engine oil - check with the dipstick on a level surface before starting. Low oil under load destroys engines.
- Coolant - visual check on the expansion tank. Never open a pressurised radiator cap on a hot engine.
- Hydraulic oil (heavy machinery) - check the sight glass with all implements lowered
- Fuel level - enough for the planned work plus a margin
- Transmission and differential fluid - weekly visual check for leaks or low levels
Brakes, Tyres, and Steering
- Brakes - service brake and park brake both functional. A machine that rolls away injures and kills people.
- Tyres - visual check for pressure, cuts, bulges, embedded objects, and tread depth. A tyre blowout on a loaded truck is catastrophic.
- Steering - responsive, no excessive play
- Wheel nuts - visual check that none are missing or loose
Lights, Mirrors, and Visibility
- Lights - headlights, tail lights, indicators, brake lights, work lights. All of them. Walk around and check.
- Mirrors - all present, not cracked, properly adjusted
- Windscreen and windows - not cracked, clean enough to see through
- Wipers and washers - blades in good condition, washer fluid present
Controls and Warning Systems
- Horn - working. Test it every single day.
- Reversing camera and alarm - functional. Test the alarm when you start the machine.
- Gauges and warning lights - start the machine and check that all gauges read normal
- Controls - joysticks, levers, pedals, and switches all operating correctly with no binding or sticking
Safety Devices and Equipment
- Seatbelt - functional, not frayed, retracts properly
- ROPS/FOPS (heavy machinery) - Roll-Over and Falling Object Protective Structures must be intact and unmodified
- Fire extinguisher - in place, in date, gauge in the green
- First aid kit - present and stocked
- Emergency stop buttons - accessible and functional
- Guards - all machine guards in place and secure
Never use your hand to check for hydraulic leaks. High-pressure hydraulic fluid can penetrate skin and cause severe internal injuries. Use a piece of cardboard to detect fine leaks.
Hydraulics (Heavy Machinery)
- Hoses and fittings - visual inspection for leaks, chafing, cracking, or bulging
- Cylinders - check for oil weep around seals, scoring on rods
- Bucket and attachment pins - secure, not worn beyond tolerance, retaining clips in place
- Quick coupler (if fitted) - fully engaged, indicator showing locked, safety pin in place
Check for Damage and Loose Parts
A general walkaround looking for:
- Leaks under the machine or around fittings
- New damage to bodywork, structures, or components
- Loose parts that could detach or create a hazard
- Proper function of all controls before moving the machine
Machine-Specific Items Matter
A one-size-fits-all checklist does not work. An excavator checklist is different from a light vehicle checklist, which is different from an elevated work platform checklist.
Heavy Machinery Specifics
- Engine hours recorded at each prestart
- Ground-level walkaround before entering the cab
- Structure and guarding check (ROPS/FOPS, handrails, steps, access points)
- Implement and attachment security check
- Slew ring and turntable inspection on excavators
- Boom, stick, and dipper arm for cracking or damage
- Track tension and condition on tracked machines
- UHF radio operational and set to the correct site channel
Light Vehicle Specifics
- Registration and CTP are current
- Odometer reading recorded
- Load security for tools, materials, and equipment
- Tow hitch and trailer connections if towing
- Licence and competency confirmed for the driver
Photo Evidence
A written "pass" or "fail" is better than nothing. A photo is better than a written note.
When Photos Matter
- Defects - photograph the issue so the workshop knows exactly what to look for
- Damage - new damage should be photographed at the time of the prestart to establish when it occurred
- Tyre condition - a photo showing a cut or bulge is far more useful than a note saying "tyre damaged"
- Pre-existing conditions - operators taking over from someone else should photograph any existing damage
Over time, photos attached to prestart records build a visual maintenance history of each vehicle.
What Happens When Something Fails
Minor Defect
The item does not affect safe operation but needs attention. Examples: a cracked mirror housing where the mirror itself is fine, a missing mudflap, a non-functional interior light.
Action: Note the defect, continue operating, and schedule a repair.
Major Defect
The item directly affects safe operation. Examples: brake issues, hydraulic leak, cracked windscreen in the line of sight, non-functional reversing alarm.
Action: Do not operate the vehicle. Report the defect immediately. Tag the vehicle as out of service until the defect is repaired and the machine is re-inspected.
A prestart that identifies a major defect and keeps a machine off the job has done exactly what it was designed to do. That is a win, not an inconvenience.
Escalation Path
Every operator needs to know the process. Who do they report defects to? What authority do they have to stand a machine down? Where does the defect get logged?
If the process is not clear, operators will either ignore defects or report them verbally and the information gets lost.
Template Best Practices
- Group items by category so the operator follows a logical walkaround sequence
- Use pass/fail/N/A for each item. N/A is important for items that do not apply to every configuration.
- Include a comments field for every category
- Record machine hours or odometer at every prestart for service interval tracking
- Digital signatures from the operator and, where required, the supervisor
Make It Part of the Routine
A prestart should take 5 to 10 minutes. If it is taking longer, the checklist might be too detailed for a daily check. If it is taking 30 seconds, it is not being done properly.
The goal is a consistent, honest daily inspection that catches problems early.
Burgy handles prestarts digitally with customisable checklists for every vehicle type in your fleet. Operators complete the checklist on their phone, attach photos to defects, and submit. Hours and odometer readings feed directly into service interval tracking. Failed items are flagged immediately so nothing slips through. Every prestart is stored against the vehicle's history for audits and compliance.