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Keeping maintenance files

Farmers are exempt from the requirements to:

  • Keep up-to-date files on vehicle maintenance
  • Conduct annual vehicle inspections
  • Other documentation mandated by the Federal Motor Carrier Safety Administration (FMCSA)

However, most state laws still address maintenance issues regarding:

  • Tires
  • Lights
  • Brakes
  • Load securement

It's crucial to keep all vehicles in road-worthy condition

We also recommend that farmers conduct annual vehicle inspection and monitor vehicle maintenance needs.

Farmers must adhere to weight and size regulations, though many states provide exemptions during harvest season for higher limits. Compliance with record-keeping is manageable because Internal Revenue Service (IRS) regulations require documentation of maintenance expenses for tax purposes.

Some states mandate vehicle inspections by an authorized state inspector, typically focusing on power units.

Minimum requirements

  • Maintain a list of all vehicles–including trailers–that will operate on any public roadway
  • Attach all maintenance and repair expenses to individual pieces of equipment

Better practices

  • Maintain a list of all vehicles–including trailers–that will operate on any public roadway
  • Attach all maintenance and repair expenses to individual pieces of equipment
  • Develop an inspection checklist for all road equipment and conduct documented visual inspections yearly

Most-recommended

  • Maintain a list of all vehicles–including trailers–that will operate on any public roadway
  • Attach all maintenance and repair expenses to individual pieces of equipment
  • Create a preventative maintenance schedule for all vehicles and trailers
  • Develop inspection forms to be completed at intervals throughout the year, with a focus on periods before planting and harvest seasons

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.
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