DO NOT USE – PCV VEHICLE PROCEDURE

 

Date: January 10, 2025

Reviewed: January 2026

Next Review: January 2027

 

1. Purpose

To ensure any PCV (Passenger/Pool/Company Vehicle) identified as unsafe or non-compliant is immediately removed from service to prevent injury, damage, or legal risk.

 

2. Situations Requiring “Do Not Use”

A PCV vehicle must not be used if any of the following apply:

• Mechanical defect affecting safety

• Brake, steering, tire, or suspension issues

• Fluid leaks (fuel, oil, coolant, brake fluid)

• Overheating or warning lights indicating critical faults

• Expired registration, insurance, or inspection

• Accident involvement pending inspection

• Safety equipment missing (seatbelts, lights, mirrors)

• Supervisor or maintenance has declared it unsafe

 

3. Immediate Actions

• Stop using the vehicle immediately

• Park in a safe location

• Switch off engine and remove keys

• Activate hazard lights if roadside

• Attach a “DO NOT USE” tag to steering wheel or dashboard

• Remove all available keys from circulation

 

4. Isolation of Vehicle

• Secure keys with supervisor or fleet control

• Update vehicle status to OUT OF SERVICE

• Prevent reassignment or booking of the vehicle

• Do not move the vehicle unless authorized for recovery or repair

 

5. Notification & Reporting

• Notify:

• • Supervisor / Line Manager

  • Fleet or Maintenance Department

• Report details:

• • Vehicle registration number

  • Location

  • Reason for non-use

  • Date and time

  • Complete required defect or incident report

 

6. Repair & Clearance

• Vehicle must be inspected and repaired by authorised maintenance personnel

• All defects must be documented as corrected

• “DO NOT USE” tag removed only after approval

 

7. Prohibition

• No employee or contractor is permitted to operate a PCV vehicle marked “DO NOT USE” under any circumstances.

• Failure to comply may result in disciplinary action.

 

8. Records

• Maintain defect reports and repair records

• File clearance authorisation before vehicle returns to service

• Conduct any missed PMI or MOT, document reason for missed PMI or MOT

• Adjust schedule to re-align PMI within interval period.