Checklist template

Fuel drive-off and theft prevention

A ready-to-use checklist with 107 items in 6 sections, covering Prepay policy, Monitoring, Camera coverage, Reporting, Signage, Trends. Use it as-is in InspectLoop, or adapt it to your own standards in minutes.

  • 6 Sections
  • 107 Items
  • 86 Yes / No checks
  • 6 Scored ratings
  • 116 Points

Use this template How audits work

1. Prepay policy 16 items

  1. The written drive-off prevention policy is kept at the site Yes / No 1 pt
  2. Records show every employee on duty has signed the drive-off prevention policy Yes / No 1 pt
  3. Pumps are set to prepay or pay-at-pump during the hours required by company policy or local regulation Yes / No 1 pt
  4. A pump tested during prepay hours would not dispense before payment or card authorization Yes / No 1 pt
  5. Pay-after-fueling is allowed only on the pumps and in the hours named in the policy Yes / No 1 pt
  6. The console feature that authorizes all pumps automatically is switched off Yes / No 1 pt
  7. The maximum amount per pump authorization on the console is set to the limit in company policy Yes / No 1 pt
  8. Customers allowed to pay after fueling (local accounts, known fleets) are on a list approved by the manager Yes / No 1 pt
  9. On full-service lanes, the attendant takes payment or a card before fueling where the policy requires it Yes / No 1 pt
  10. Unused prepaid amounts are refunded to the payment method used Yes / No 1 pt
  11. Overnight shifts run in prepay or pay-at-pump only Yes / No 1 pt
  12. The policy states that employees never chase, block or confront a driver Yes / No 1 pt
  13. The employee on duty stated without prompting that a driver must not be chased or confronted Yes / No 1 pt
  14. Employees are not made to pay for drive-offs Yes / No 1 pt
  15. A manager approves any temporary change to the prepay settings Yes / No 1 pt
  16. Compliance with the prepay policy during the visit Rating
    • Followed on every pump and transaction seen 5 pts
    • One exception seen 3 pts
    • Not followed 1 pt

2. Monitoring 18 items

  1. The cashier has a clear line of sight from the register to every fueling position Yes / No 1 pt
  2. No window poster, display or stacked merchandise blocks the cashier's view of the pumps Yes / No 1 pt
  3. Fueling positions that cannot be seen from the register are prepay only at all times Yes / No 1 pt
  4. A mirror or a camera monitor at the register shows the islands outside the cashier's direct view Yes / No 1 pt
  5. The console sounds an alert when a nozzle is lifted Yes / No 1 pt
  6. Before authorizing a pay-after-fueling sale, the cashier looks at the vehicle Yes / No 1 pt
  7. The cashier notes the license plate or vehicle description of pay-after-fueling customers as the policy requires Yes / No 1 pt
  8. The cashier acknowledges pay-after-fueling customers over the intercom Yes / No 1 pt
  9. High-flow diesel lanes are prepay or card-only for drivers who are not on the approved account list Yes / No 1 pt
  10. On full-service lanes, the attendant stays with the vehicle until payment is taken Yes / No 1 pt
  11. Vehicles with no plate, or with a covered plate, are required to prepay Yes / No 1 pt
  12. The cashier can name three warning signs of a drive-off (covered plate, engine left running, driver staying at the wheel) Yes / No 1 pt
  13. The cashier does not leave the console with a pay-after-fueling sale in progress Yes / No 1 pt
  14. When one employee is on duty and must leave the counter, the pumps are switched to prepay Yes / No 1 pt
  15. The console shows no unpaid sale left from an earlier shift Yes / No 1 pt
  16. Pumps in use and unpaid sales are handed over by name at the shift change Yes / No 1 pt
  17. Customers filling portable containers or large auxiliary tanks are required to prepay Yes / No 1 pt
  18. Cashier's attention to the forecourt Rating
    • Watches and acknowledges every customer 5 pts
    • Watches when not busy 3 pts
    • Rarely looks at the pumps 1 pt

3. Camera coverage 18 items

  1. Forecourt cameras installed Number
  2. Forecourt cameras recording at the time of the visit Number
  3. Every fueling position appears in a camera view Yes / No 1 pt
  4. A license plate could be read on recorded daytime footage of a vehicle at each island Yes / No 1 pt
  5. A license plate could be read on recorded night-time footage of a vehicle leaving the site Yes / No 1 pt
  6. A camera covers each exit of the site Yes / No 1 pt
  7. Pump numbers can be read in the camera views Yes / No 1 pt
  8. A camera at the entrance door or the register records the face of customers who pay inside Yes / No 1 pt
  9. The license plate recognition system, where installed, alerts the cashier to a listed plate Yes / No 1 pt
  10. The date and time on the recorder are within one minute of the register time Yes / No 1 pt
  11. Footage is kept for at least the number of days set by company policy Yes / No 1 pt
  12. Days of footage held on the recorder Number
  13. The manager can export a video clip without outside help Yes / No 1 pt
  14. Camera lenses are clean and free of spider webs Yes / No 1 pt
  15. No sign, banner or canopy light glare hides part of a camera view Yes / No 1 pt
  16. The recorder is in a locked office or cabinet Yes / No 1 pt
  17. Each camera fault found has an open repair ticket Yes / No 1 pt
  18. Usefulness of the footage for identifying a vehicle Rating
    • Plate and vehicle clear day and night 5 pts
    • Clear by day only 3 pts
    • Plates cannot be read 1 pt

4. Reporting 20 items

  1. Drive-offs recorded in the last 30 days Number
  2. Value of fuel lost to drive-offs in the last 30 days (dollars) Number
  3. Drive-offs in the last 30 days with a license plate recorded Number
  4. Drive-offs in the last 30 days later paid or recovered Number
  5. Each drive-off entry in the register reports of the last 30 days has a matching incident report Yes / No 1 pt
  6. Incident reports give the date, time, pump number, grade and amount Yes / No 1 pt
  7. Incident reports give the vehicle description and the license plate, or state why they are missing Yes / No 1 pt
  8. Incident reports name the cashier on duty Yes / No 1 pt
  9. Incident reports were completed during the shift in which the drive-off happened Yes / No 1 pt
  10. A video clip was saved for each drive-off of the last 30 days Yes / No 1 pt
  11. A police report was filed where company policy requires it Yes / No 1 pt
  12. The police report number is written on the incident report Yes / No 1 pt
  13. Drive-offs are rung with the drive-off key, not voided or left as suspended sales Yes / No 1 pt
  14. The manager has signed each incident report Yes / No 1 pt
  15. A customer who returns to pay is rung through the recovery procedure and the report is closed Yes / No 1 pt
  16. Plates of repeat offenders are on a watch list kept at the register Yes / No 1 pt
  17. The watch list is shared with the other sites of the district Yes / No 1 pt
  18. Unpaid drive-offs are sent to the recovery service or head office as the policy requires Yes / No 1 pt
  19. Blank incident report forms, or the reporting screen, are available to the cashier on every shift Yes / No 1 pt
  20. Quality of drive-off reports Rating
    • Complete, timely and supported by video 5 pts
    • Filed but incomplete 3 pts
    • Missing or filed late 1 pt

5. Signage 16 items

  1. Dispensers on the forecourt Number
  2. Dispensers carrying a prepay or pay-at-pump sign Number
  3. Each dispenser carries a sign stating that fuel must be paid before fueling, where the site is prepay Yes / No 1 pt
  4. The hours of prepay are posted at the site entrance or on the price sign pole Yes / No 1 pt
  5. A sign on each island states that the site is under video surveillance Yes / No 1 pt
  6. A sign at each exit states that license plates are recorded Yes / No 1 pt
  7. Signs state that drive-offs are reported to the police Yes / No 1 pt
  8. Cash customers are told by a sign at the pump to pay inside first Yes / No 1 pt
  9. The payment instructions on the pump screen match the mode the pump is set to Yes / No 1 pt
  10. Pump number signs can be read from the register Yes / No 1 pt
  11. The intercom or help button on each dispenser is labeled Yes / No 1 pt
  12. Deterrent signs are the company-approved versions Yes / No 1 pt
  13. Deterrent signs are free of fading, peeling and graffiti Yes / No 1 pt
  14. Deterrent signs are in the languages used in the market Yes / No 1 pt
  15. Deterrent signs are placed so they do not block the cashier's view of the pumps Yes / No 1 pt
  16. Deterrent signage on the forecourt Rating
    • On every dispenser and at every exit 5 pts
    • Missing in places 3 pts
    • Largely missing 1 pt

6. Trends 19 items

  1. Drive-offs recorded in the 30 days before the last 30 days Number
  2. Site target for drive-off losses as a share of fuel sales (%) Number
  3. Drive-off losses last month as a share of fuel sales (%) Number
  4. Drive-off losses last month are at or below the site target Yes / No 1 pt
  5. The manager tracks drive-offs by day of the week and hour Yes / No 1 pt
  6. The manager tracks drive-offs by pump number Yes / No 1 pt
  7. The manager tracks drive-offs by cashier Yes / No 1 pt
  8. The pumps with the most drive-offs have been switched to prepay or given added camera coverage Yes / No 1 pt
  9. Prepay hours have been extended to cover the hours with the most drive-offs Yes / No 1 pt
  10. Coaching records exist for cashiers with repeated drive-offs Yes / No 1 pt
  11. Drive-offs recorded with no matching video were investigated as possible cash theft Yes / No 1 pt
  12. Drive-off results are reviewed with the district manager each month Yes / No 1 pt
  13. The site's drive-off losses have been compared with those of the other sites of the district Yes / No 1 pt
  14. A written action plan exists if losses are above target Yes / No 1 pt
  15. Actions from the previous drive-off review have been completed Yes / No 1 pt
  16. Date of the previous drive-off review Date
  17. Name of the site manager Short text
  18. Overall control of drive-offs Rating
    • Prepay rules followed, every drive-off reported, losses at or below target 5 pts
    • Rules followed, with gaps in reports or follow-up 3 pts
    • Rules not followed or drive-offs not reported 1 pt
  19. 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.

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