Checklist template

Dealer and franchisee site review for fuel retailers

A ready-to-use checklist with 112 items in 6 sections, covering Image, Operations, Fuel quality, Customer service, Financial, Action plan. Use it as-is in InspectLoop, or adapt it to your own standards in minutes.

  • 6 Sections
  • 112 Items
  • 85 Yes / No checks
  • 7 Scored ratings
  • 120 Points

Use this template How audits work

1. Image 14 items

  1. Brand elements on the canopy, dispensers and main sign are the versions in the current brand standards manual Yes / No 1 pt
  2. No sign, banner or product of a competing fuel brand is displayed on the site Yes / No 1 pt
  3. Deficiencies listed in the last brand image inspection have been corrected Yes / No 1 pt
  4. Reimaging work required by the contract is complete or on the agreed schedule Yes / No 1 pt
  5. The dealer's own business name is displayed only in the size and place the contract allows Yes / No 1 pt
  6. Outdoor equipment (propane cage, ice merchandiser, vending machines) is of an approved type in an approved location Yes / No 1 pt
  7. No used tires, trailers or vehicles for sale are kept on the lot Yes / No 1 pt
  8. The forecourt concrete is free of large fuel stains Yes / No 1 pt
  9. The dumpster enclosure is closed with no trash around it Yes / No 1 pt
  10. Employees on duty wear the uniform shirt required by the brand Yes / No 1 pt
  11. Employees on duty wear a name tag Yes / No 1 pt
  12. Date of the last brand image inspection Date
  13. Score of the last brand image inspection (%) Number
  14. Site image against the brand standard Rating
    • Meets the standard 5 pts
    • Minor deficiencies 3 pts
    • Major deficiencies 1 pt

2. Operations 19 items

  1. The posted opening hours match the hours required by the contract Yes / No 1 pt
  2. Every fueling position is in service, or has a repair ticket if it is not Yes / No 1 pt
  3. Every fuel grade required by the contract is available for sale at the time of the visit Yes / No 1 pt
  4. Delivery and inventory records show no tank ran out of product in the last 30 days Yes / No 1 pt
  5. The daily tank inventory reconciliation is complete for each of the last 7 days Yes / No 1 pt
  6. The automatic tank gauge shows no active alarm Yes / No 1 pt
  7. The daily forecourt checklist was completed on each of the last 7 days Yes / No 1 pt
  8. The daily dispenser tamper inspection log is complete for the last 7 days Yes / No 1 pt
  9. Training records at the site show every employee on duty has completed the brand's required courses Yes / No 1 pt
  10. The employee on duty can point to the emergency fuel shutoff Yes / No 1 pt
  11. The spill kit is stocked at its designated location Yes / No 1 pt
  12. Business and fuel retail licenses are posted and in date Yes / No 1 pt
  13. The certificate of insurance on file is in date and names the brand as the contract requires Yes / No 1 pt
  14. Expiry date of the certificate of insurance on file Date
  15. Tank and line test records required by local regulation are kept at the site Yes / No 1 pt
  16. Every pay-at-pump card reader accepts chip or tap cards, as the brand's payment security standard requires Yes / No 1 pt
  17. The point-of-sale system runs a software version approved by the brand Yes / No 1 pt
  18. The number of employees on duty meets the minimum set by the contract or company policy Yes / No 1 pt
  19. Day-to-day operation of the site Rating
    • Runs to the brand's procedures 5 pts
    • Some procedures not followed 3 pts
    • Procedures largely ignored 1 pt

3. Fuel quality 20 items

  1. Bills of lading for the last 30 days are on file at the site Yes / No 1 pt
  2. Every bill of lading reviewed shows a terminal and carrier approved under the supply agreement Yes / No 1 pt
  3. Delivery records show each compartment was dropped into the tank of the matching product Yes / No 1 pt
  4. Fill caps and spill buckets are color-coded or tagged by product Yes / No 1 pt
  5. Water checks on each tank are recorded on the schedule set by the brand Yes / No 1 pt
  6. The water level in every tank is below the limit set by the brand Yes / No 1 pt
  7. Water level in the regular gasoline tank (in or mm) Number
  8. Water level in the diesel tank (in or mm) Number
  9. Dispenser filters carry a change date within the interval set by the brand Yes / No 1 pt
  10. Dispenser filters are the type specified by the brand for the product they filter Yes / No 1 pt
  11. Date of the last dispenser filter change Date
  12. A sample drawn from one nozzle of each grade was clear, with no water or sediment Yes / No 1 pt
  13. Flow rate measured at the slowest nozzle tested (gal/min or L/min) Number
  14. Octane and product labels on each dispenser match the tank the dispenser draws from Yes / No 1 pt
  15. Ethanol and biodiesel content labels are posted as required by local regulation Yes / No 1 pt
  16. Terminal documents show the brand's additive was injected in every load reviewed Yes / No 1 pt
  17. Winter diesel was introduced on the brand's seasonal schedule Yes / No 1 pt
  18. Weights and measures seals are intact on every dispenser Yes / No 1 pt
  19. Customer fuel quality complaints in the site log were reported to the brand within its deadline Yes / No 1 pt
  20. Control of fuel quality at the site Rating
    • Records complete and product clean 5 pts
    • Gaps in records, product clean 3 pts
    • Water, sediment or unapproved supply found 1 pt

4. Customer service 20 items

  1. Customers entering the store during the visit were greeted by an employee Yes / No 1 pt
  2. The cashier offered the brand's loyalty program in the transactions observed Yes / No 1 pt
  3. Restrooms are open to customers during all operating hours Yes / No 1 pt
  4. The restroom inspected has soap Yes / No 1 pt
  5. The restroom inspected has toilet paper Yes / No 1 pt
  6. The restroom inspected has paper towels or a working hand dryer Yes / No 1 pt
  7. The floor and fixtures of the restroom inspected are clean Yes / No 1 pt
  8. Every island has a squeegee with washer fluid in the bucket Yes / No 1 pt
  9. Paper towel dispensers on the islands are filled Yes / No 1 pt
  10. Island trash cans are not overflowing Yes / No 1 pt
  11. The air and water station works Yes / No 1 pt
  12. Each pump tested printed a receipt Yes / No 1 pt
  13. The pump intercom or help button was answered when tested Yes / No 1 pt
  14. The brand's own fuel card was accepted at the pump in a test or an observed sale Yes / No 1 pt
  15. National promotions of the brand ring at the advertised price at the register Yes / No 1 pt
  16. The brand's customer feedback contact is displayed at the pump or the register Yes / No 1 pt
  17. Complaints forwarded by the brand in the last 90 days were answered within its deadline Yes / No 1 pt
  18. Latest mystery shop score (%) Number
  19. Customer complaints received through the brand in the last 90 days Number
  20. Customer service observed during the review Rating
    • Every customer greeted and served without delay 5 pts
    • Some customers not greeted or kept waiting 3 pts
    • Customers ignored or treated rudely 1 pt

5. Financial 18 items

  1. The brand's statement shows no returned fuel payment in the last 90 days Yes / No 1 pt
  2. The dealer's account with the brand shows no past-due balance Yes / No 1 pt
  3. Past-due balance on the dealer's account (dollars) Number
  4. Rent, royalties and program fees are paid up to date Yes / No 1 pt
  5. Monthly sales volume reports were submitted by the deadline for the last 3 months Yes / No 1 pt
  6. Fuel volume sold last month (gal or L) Number
  7. Monthly fuel volume required by the contract (gal or L) Number
  8. Fuel volume for the year to date is at or above the contract minimum Yes / No 1 pt
  9. Card settlements match the point-of-sale daily reports for 3 days sampled Yes / No 1 pt
  10. Card chargebacks in the last 90 days were answered within the processor's deadline Yes / No 1 pt
  11. At commission sites, pump prices match the prices sent by the brand today Yes / No 1 pt
  12. At commission sites, dispenser totalizer readings match the meter readings reported to the brand Yes / No 1 pt
  13. Loyalty and promotional discounts are submitted for reimbursement as the program requires Yes / No 1 pt
  14. Bank deposit slips match the shift reports for 3 days sampled Yes / No 1 pt
  15. Fuel inventory variance for last month is within the tolerance set by the brand Yes / No 1 pt
  16. Brand-owned equipment on site matches the brand's asset list Yes / No 1 pt
  17. The security deposit or letter of credit required by the contract is in place Yes / No 1 pt
  18. Financial standing of the dealer with the brand Rating
    • Current on all obligations 5 pts
    • Late on some payments or reports 3 pts
    • Past due or in default 1 pt

6. Action plan 21 items

  1. The dealer or the site manager took part in the review Yes / No 1 pt
  2. Date of the previous site review Date
  3. Action items still open from the previous review Number
  4. Action items from the previous review were completed by their due dates Yes / No 1 pt
  5. Items still open from the previous review have a new due date Yes / No 1 pt
  6. The dealer has the written report of the previous review Yes / No 1 pt
  7. The dealer has access to the current brand standards manual Yes / No 1 pt
  8. Findings of this review were discussed with the dealer before the reviewer left Yes / No 1 pt
  9. Each deficiency found today has a named owner Yes / No 1 pt
  10. Each deficiency found today has a due date Yes / No 1 pt
  11. Findings that breach the contract were identified to the dealer as such in writing Yes / No 1 pt
  12. Capital items (dispenser replacement, canopy relighting, tank upgrades) have an agreed schedule Yes / No 1 pt
  13. The dealer can state the contract renewal date Yes / No 1 pt
  14. Contract expiry date Date
  15. New action items raised in this review Number
  16. Date agreed for the follow-up visit Date
  17. Name of the dealer or franchisee Short text
  18. Name of the brand representative Short text
  19. Dealer's follow-up on deficiencies Rating
    • Corrected before the brand asks 5 pts
    • Corrected after a reminder 3 pts
    • Left open or disputed 1 pt
  20. Overall result of the site review Rating
    • Meets brand and contract standards 5 pts
    • Meets most standards 3 pts
    • Does not meet standards 1 pt
  21. Corrective actions required Comments

About this template

This checklist is part of the InspectLoop template library. Yes / No checks score 1 point when met; ratings score the points shown for each option. The overall score is the percentage of points earned, with N/A answers excluded. In InspectLoop you can add photos, assign corrective actions, require sign-off and compare results across sites.

Categories

Related templates

← All templates

Brand standards

At every site, every time

Start Free Contact us