When to Schedule Preventive Maintenance for Your Fleet

Keeping a commercial fleet running in Delaware, Ohio, isn’t just about fixing problems when they happen—it’s about preventing them before they put a truck out of service. Preventive maintenance (PM) is the key to avoiding costly breakdowns, staying DOT compliant, and keeping deliveries and services on schedule.

At PFM Fleet Service, we specialize in helping local fleet managers stay ahead of repairs with a PM program tailored to your trucks, trailers, and equipment. Here’s what you need to know about when—and how often—to schedule maintenance for your fleet.

Follow a Mileage- or Hour-Based Schedule

Most medium- and heavy-duty trucks need maintenance every 10,000 to 20,000 miles or 250 to 500 operating hours, depending on usage, engine type, and manufacturer guidelines. High-mileage delivery fleets may need service more frequently than municipal vehicles that see less road time.

Local Tip: Stop-and-go traffic on US-23 or I-71 can be harder on engines and brakes than long-haul driving. If most of your routes are local, you may need shorter PM intervals.

Consider Seasonal Maintenance Windows

In Ohio, seasonal weather changes can accelerate wear:

• Before winter: Inspect batteries, fluids, and tires to handle freezing temps.

• Before summer: Check cooling systems, belts, and A/C for hot-weather performance.

Combining PM visits with seasonal prep saves time and reduces downtime.

Watch for Duty Cycle Red Flags

Fleets that frequently idle, tow heavy loads, or operate in dusty construction zones may require maintenance sooner than the manufacturer’s schedule. Delaware-area construction and agricultural fleets often fall into this category.

Include DOT Inspection Timing

Pairing PM with DOT inspections is an efficient way to stay compliant without extra downtime. Our team can perform both during the same visit—whether in our shop or through our mobile fleet service.

Use a Centralized Maintenance Record System

Tracking PM across multiple vehicles can be overwhelming. That’s why PFM Fleet Service sends you digital copies of all inspections, estimates, and service records as soon as the work is completed. You’ll have accurate documentation in your inbox—ready to review, store, or share whenever you need it. This makes it easy to:

• Stay ahead of upcoming maintenance dates.

• Document compliance for DOT audits.

• Plan downtime around business needs.

Why Preventive Maintenance Pays Off

Skipping PM might save a little time now, but the cost of emergency repairs and lost productivity adds up fast. A well-planned PM schedule:

• Reduces unexpected breakdowns.

• Improves safety for drivers and the public.

• Extends the lifespan of your fleet.

• Lowers overall operating costs.

At PFM Fleet Service, we work with Delaware, OH businesses to create customized preventive maintenance schedules that keep vehicles running smoothly year-round. Whether you manage delivery vans, service trucks, or heavy-duty equipment, we’ll keep your fleet on the road and out of the shop.