Use the following guidelines to schedule and record maintenance and inspection files.

For information specific to farms and possible exemptions, visit farm fleet best practices. 

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Keep the following files for your records

Keep vehicles' maintenance files

Under FMCSA regulation CFR Part 396, motor carriers are required to maintain vehicle maintenance files for commercial fleets to ensure safety, compliance with regulations and cost efficiency. Regular maintenance helps prevent accidents, extends vehicle lifespan and reduces overall repair costs.

Detailed records also enhance resale value and operational efficiency by minimizing downtime and ensuring timely services.

Keep unit files

You should have a readily available list of all vehicles and trailers. These files help in tracking utilization, planning operations, and managing assets effectively, ensuring that all units are in good working condition and used optimally. This organized approach enhances overall operational efficiency and reduces unnecessary costs.

Scheduling and recording inspections

vehicle inspector writes on clipboard

Create a preventative maintenance inspection schedule

Develop a maintenance and inspection schedule that fits the needs of your operation and vehicles. You may incorporate manufacturers’ specifications in your schedule, but you can also change them to meet any special use for vehicles. 

Visit our driver safety hub for additional tools to keep vehicles well-maintained.

Maintain records of inspection and repairs

You must keep a list of all repairs and records of the inspections completed on the vehicle. The records can be written or electronic. We recommend listing them chronologically by date, as it helps in tracking repairs to known roadside inspections.

Note that simply placing receipts for repairs in the file is not sufficient to meet this requirement.

File both annual and daily inspections

File driver vehicle inspection reports (DVIRs)

DVIRs should clearly identify the vehicle and document any defects or deficiencies discovered by–or reported to–the driver that could impact the vehicle's safe operation or lead to a mechanical breakdown. If a driver operates multiple vehicles in a single day, a separate report must be prepared for each vehicle.

Drivers of property-carrying commercial motor vehicles are exempt from preparing or submitting a report if no defects or deficiencies are found or reported.

Forms

File annual inspections

Each vehicle or trailer must be annually inspected by a qualified inspector. Use this annual vehicle inspection report to record those inspections or to develop your specific form.

Annual inspector qualification certification

Mechanics that perform DOT annual vehicle inspections must meet the qualifications in FMCSA regulations 49 CFR 396.19.

A vehicle inspector qualification certificate must be completed and place in the mechanic's personnel file.
truck with cargo secured to trailer

A note about cargo and load securement

Be sure to follow FMSCSA regulations.

FMCSA regulation 49 CFR Part 393 requires proper load securement, as improperly secured loads can cause you to lose or damage a load or even affect the stability of a vehicle, causing an accident.

View regulation 49 CFR Part 393.104

Additional tools and resources
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Forms

Technical bulletins

Essential guide to rules and regulations for commercial and farm vehicles

Each section outlines the steps you need to take in order to be compliant with regulations in a topic area, and includes downloadable tools and resources to facilitate the process.

Contact us for assistance with safety and risk management services
Call 1-800-260-1356 or email RMSolutions@nationwide.com
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