Skip to content
Tailboard
SOP-310Apparatus & EquipmentSOP

Apparatus Daily & Weekly Checks

Inspections, documentation, and out-of-service criteria.

Read before using

This is a template. It is not your department's policy.

Tailboard templates are drafted as generic starting points aligned to national standards. They are nota substitute for your department's own review or for adoption through your Authority Having Jurisdiction (AHJ). For topics carrying significant exposure (use of force, medical scope, civil rights), route through qualified counsel before adoption.

Every placeholder marked [BRACKETED] must be completed before adoption. Every section must be reviewed against your department's staffing, apparatus, water supply, EMS scope, geography, and the specific laws of your state. What applies to a career department in a city may not apply to a volunteer department in a rural jurisdiction, and vice versa.

Standards, regulations, and best practices are updated regularly. Verify the current edition of every standard cited before adopting this document. Once adopted, this document becomes your department's responsibility — not Tailboard's.

Want this tailored to your department?

Open it in the Policy Builder. Answer a few questions about your staffing, apparatus, and conditions — we'll adapt every section to match.

Number

SOP-310

Version

1.0

Last reviewed

2026-01-01

Next review

2027-01-01

Summary

This SOP governs the daily and weekly inspection of [DEPARTMENT NAME] apparatus. Consistent pre-trip inspections prevent mid-incident failures and surface maintenance needs before they become out-of-service events.

Definitions

Daily Check
A short, standardized inspection conducted at the start of each duty period or shift.
Weekly Check
An expanded inspection conducted once per week, covering items that do not require daily attention but accumulate issues over time.
Out-of-Service (OOS)
Status for apparatus that has a deficiency preventing safe emergency response.

Purpose

To ensure every apparatus is ready for response when needed and that mechanical or equipment issues are identified and addressed promptly.

Scope

Applies to every [DEPARTMENT NAME] apparatus — engines, ladders, tankers, rescues, brush units, ambulances, command vehicles, utilities, and auxiliary equipment.

Daily Check

Performed at the start of each duty period. Estimated time: 20–30 minutes. Every apparatus is checked by the assigned driver or, for volunteer departments, by the officer on duty or the first member on for the day.

  • Engine oil, coolant, power steering, brake fluid, and washer fluid levels.
  • Tire condition: inflation (visual), tread depth, obvious damage.
  • Exterior lights: headlights, tail lights, emergency warning lights, turn signals.
  • Siren and air horn function.
  • Cab indicators, gauges, air pressure, warning lights.
  • Mobile radio and portable radios on the apparatus — on, charged, on correct channel.
  • PPE check for reserve sets stored on the apparatus.
  • SCBA cylinder pressures at or above the department minimum; audible alarm function.
  • Inventory of equipment per the apparatus checklist (tools, hose, nozzles, medical bag, etc.).
  • Fuel level at or above 3/4 tank.
  • Cleanliness of cab and compartments.

Weekly Check

Performed on a set day each week (e.g., Sunday morning). Includes all daily items plus:

  • Pump engagement and pressure test (pump-equipped apparatus): engage pump, prime, check all discharges and intakes, verify relief valve function.
  • Pump panel gauges and indicators.
  • Generator test (if equipped): start, run under load, check output.
  • Master battery / ancillary battery voltage.
  • Ladder operation (aerial apparatus): full extension, rotation, elevation, waterway.
  • Hydraulic tool function test (extrication equipment).
  • AED pad and battery expiration dates.
  • Medical bag contents and medication expiration dates.
  • Oxygen cylinder levels.
  • Safety equipment inventory (cones, flares, bail-out systems, etc.).

Documentation

  • Each check is documented on the apparatus check sheet (paper or electronic).
  • Signature or electronic acknowledgment by the checking member.
  • Any deficiencies are noted, work-order generated, and Chief / mechanic notified.
  • Check sheets are retained for at least 3 years.

Out-of-Service Criteria

Apparatus is immediately placed out of service for any of the following:

  • Any brake deficiency.
  • Inoperative primary or secondary emergency warning equipment (lights OR siren — both must function).
  • Steering issue.
  • Leak of any critical fluid.
  • Tire below legal tread depth or significantly damaged.
  • Loss of primary driving light or any light critical to safe operation.
  • Inoperative mobile radio (on the primary response frequency).
  • Pump deficiency that prevents rated flow (engines).
  • Aerial waterway, ladder, or stabilizer failure (ladder apparatus).
  • Inoperative SCBA if no replacement available.
  • Any other mechanical or equipment issue that the driver, officer, or Chief judges incompatible with safe response.

Minor Deficiencies

Deficiencies that do not require OOS status are documented with a target repair date. Examples: burned-out compartment light, torn seat fabric, non-critical gauge reading imprecise.

Return to Service

  1. Apparatus taken out of service is released only after repair is verified.
  2. For mechanical repairs, verification is by a qualified technician.
  3. For equipment repairs, verification is by the driver or officer with the replacement or repaired item.
  4. Return-to-service entry is documented on the check sheet.

Responsibilities

Assigned Driver / Officer on Duty

  • Perform daily and weekly checks.
  • Document findings and deficiencies.
  • Remove apparatus from service if warranted.
  • Notify Chief / mechanic of repairs needed.

Company Officer

  • Verify checks are performed each duty period.
  • Authorize routine repairs.
  • Escalate OOS decisions to the Chief.

Chief / Fleet Manager

  • Review check sheets periodically.
  • Coordinate mechanical repairs.
  • Maintain apparatus maintenance records.

Training Requirements

  • All authorized drivers trained on the daily and weekly check procedure at onboarding and annually.
  • Officer-level training on when to OOS an apparatus.

References

  • NFPA 1911Standard for the Inspection, Maintenance, Testing, and Retirement of In-Service Emergency Vehicles
  • NFPA 1002Standard for Fire Apparatus Driver/Operator Professional Qualifications
  • DOT / FMCSACommercial motor vehicle inspection rules applicable to fire apparatus in many states

Adapt this template

Before this template becomes your department's policy, review the following items and adjust accordingly. Anything else that does not match your operation should be updated as well.

  • Attach your department's apparatus-specific check sheets as appendices.
  • Specify the day of week for weekly checks.
  • Name the on-call mechanic or shop.
  • Cross-reference EVO SOP and Recordkeeping SOP.

Adoption signature

Adopted by (Name, Rank)
Signature
Effective date
Next scheduled review

Before adoption checklist

  • ☐Replace [DEPARTMENT NAME] throughout the document.
  • ☐Complete every [BRACKETED] placeholder.
  • ☐Confirm the current edition of every cited standard.
  • ☐Check against your state statutes and state fire marshal rules.
  • ☐Route for chief review. Topics with significant exposure (use of force, medical scope) also go through qualified counsel.
  • ☐Confirm alignment with any mutual-aid agreements.
  • ☐Schedule a training plan for the new policy before effective date.
  • ☐Announce adoption in writing to all members. Archive the prior version.
  • ☐Set the next review date — annually at minimum.