The most common red flags in summer fuel reports

Summer is a season that can sometimes create particular challenges for fuel management, as higher demand, warmer weather, and increased transport activity can all put extra pressure on supplies. If you’re in the process of collating your summer fuel reports for a review, one of the first things you’ll obviously want to watch out for is anything that might point to potential risks or weaknesses in your system. Spotting red flags quickly gives you the chance to act before they cause losses, supply issues, or security breaches.

Here at TankSafe, we have a long and successful track record of helping fleet managers and operators to protect their fuel using our own highly sophisticated TankSafe Optimum – the only device that provides 3-in-1 protection. So drawing on our own extensive industry experience, you can trust us to know what to look out for. Here’s what you’ll want to bear in mind!

Unexplained spikes in fuel consumption

One of the most common warning signs you’ll see in a summer fuel report is a sudden rise in consumption that doesn’t match your business activity. If your fleet or machinery has been running as normal but the figures show a sharp increase in usage, this might suggest there’s waste, theft, or equipment inefficiency that needs your attention. You might be operating the same number of vehicles on the same routes, yet the numbers still show a disproportionate increase. If that kind of mismatch occurs, it should always lead you to look deeper into driver behaviour, maintenance records, or possible fuel siphoning.

It’s also important to consider how seasonal patterns affect consumption. Warmer weather means refrigeration units, generators, and air conditioning often work harder, which can push usage up. However, those increases should still be following predictable trends based on your workload. If the figures go beyond those expected seasonal changes, that can be a clear red flag. You may well want to compare usage data across several summers, as this can help you see whether the jump is natural or a sign that something is off.

Discrepancies in delivery volumes and records

It goes almost without saying that fuel deliveries should always align with your recorded storage and usage data. If your reports show differences between the volume delivered and what appears in your tanks or consumption records, that inconsistency can signal a problem. Even a small gap in figures might point to misreporting, clerical errors, or in some cases, direct theft. You’ll want to reconcile every litre from delivery to consumption so that there’s no room for doubt. Detailed checks help you keep control of costs and highlight issues early, before they distort your figures.

Summer can sometimes amplify this issue for certain fleet managers, because demand can be higher and deliveries more frequent. That can make it easier for discrepancies to slip through unnoticed. Looking for repeated mismatches across several deliveries can be hugely helpful in catching problems before they become larger losses. It can also help you to hold suppliers accountable and ensure your business is only paying for the fuel it actually receives. For these reasons alone, it’s a good idea to add regular reconciliation routines to your reporting process – it can help you maintain trust in your supply chain and build a more accurate picture of usage trends.

Missing or inconsistent reporting data

Another common red flag is gaps or irregularities in the data itself. If your summer fuel report skips certain days, has incomplete records, or shows inconsistent time intervals, that can raise serious questions about the overall reliability of the information. Missing data can make it harder for you to spot patterns and can hide problems that would otherwise stand out, and crucially, a patchy report can limit your ability to make informed decisions, and expose your business to unnecessary risks.

Similarly, you’ll also want to keep an eye out for reports where figures fluctuate wildly without explanation. Consistency is key to meaningful reporting, and when data looks unreliable, you lose trust in the whole document. This could be due to poor record-keeping practices, untrained staff, or even deliberate attempts to cover up irregularities. Regular audits, better training, and automated reporting tools can all help ensure you get the complete, reliable data you need to effectively manage your fuel.

Evidence of tank tampering or fuel theft

Physical signs of interference with tanks or pumps are another red flag that often shows up in summer reports. You might see references to loose seals, damaged locks, or unexplained drops in tank levels. All are examples of situations that need to be investigated immediately, as it may well point to theft attempts or unauthorised access. If you’re able to act quickly, that can reduce the risk of repeated losses and keeps your fuel security intact.

Fuel theft often increases in the summer when activity levels rise and tanks are filled more often, which potentially creates opportunities where monitoring is less strict or access is easier. That can be a dream for someone thinking of siphoning fuel – whether it’s an external actor or an internal employee (the latter being far more common in fuel theft cases). If your report mentions irregular dip readings or unexplained losses between deliveries and consumption, that can suggest tampering. It’s therefore always a good idea to consider stronger physical security and electronic monitoring systems, which can gives you clearer oversight and helps prevent further incidents. Staff awareness also plays a major role, as drivers and operators who know what to watch for can act as an early warning system and stop theft before it escalates.

As we’ve touched on though, that’s exactly where we can help here at TankSafe. Our TankSafe Optimum can be particularly useful for helping to prevent fuel spills – as well as giving you complete protection against fuel theft.

You can read more about how TankSafe Optimum works, or don’t hesitate to get in touch with our team here at TankSafe if you have any further questions about the best ways to protect your fuel in 2024. Give us a quick call on 01253 400 401, and we'll be happy to help however we can!