Maintenance Records Trucking Companies Must Keep
Clean documentation is not just about organization. It is a compliance requirement that protects your operation during audits and roadside inspections.
DOT compliance is not just about keeping trucks in good mechanical condition. Covered motor carriers must also maintain specific records for vehicles subject to their control. Inspectors and compliance reviewers use those records to evaluate whether defects are identified, repairs are completed, and required inspections are current. The exact requirements and exceptions depend on the carrier, vehicle, and operation, so fleets should verify the rules that apply to them.
Vehicle Maintenance History
For vehicles covered by 49 CFR 396.3, the required record identifies the vehicle, shows the nature and due date of scheduled inspection and maintenance operations, and records the date and nature of inspections, repairs, and maintenance performed. Mileage or engine hours, technician notes, and parts used are useful fleet-management details, but the federal rule does not list them as required fields for every maintenance entry.
Records should be kept in a format that can be quickly produced during an inspection or audit. Handwritten logs, spreadsheets, or fleet management software all work. What matters is that the records are complete, legible, and retained for the required period. Federal regulations require maintenance records to be kept for at least one year for active vehicles and at least six months after a vehicle leaves the fleet.
Driver Vehicle Inspection Reports (DVIRs)
For property-carrying vehicles covered by 49 CFR 396.11, a driver prepares a written end-of-day DVIR when a defect or deficiency affecting safe operation or likely to cause a breakdown is discovered or reported. The rule says a written report is not required when no such defect or deficiency is found; listed exceptions also apply to certain operations.
When a written DVIR is required, the carrier must retain the report and associated certifications for three months. Before the vehicle is operated again, a listed defect likely to affect safe operation must be repaired, and the carrier or its agent must certify on the report that it was repaired or that repair was unnecessary.
Annual Inspection Records
A commercial motor vehicle covered by 49 CFR 396.17 must have passed the required periodic inspection within the preceding 12 months. Documentation of that inspection must be on the vehicle; it may be the inspection report or qualifying documentation such as a sticker or decal containing the required information.
The underlying inspection report identifies the inspector, carrier, date, vehicle, components inspected, and results, and certifies the report's accuracy and completeness. A copy must be retained for 14 months where the vehicle is housed or maintained and made available to an authorized official on demand. Evidence that the inspector meets the separate qualification requirements should also be retained as required by 49 CFR 396.19.
Repair Orders and Parts Documentation
When repairs are performed, keeping the associated repair order and parts documentation creates a chain of evidence that connects a reported defect to the repair that resolved it. This is particularly important when DVIRs note defects: the repair documentation shows that the defect was taken seriously and properly addressed.
For fleets using outside service providers, requesting written documentation of every repair is worth the effort. A repair order that describes what was found, what was done, and what parts were used provides the documentation that makes audits go smoothly.
How Organized Records Protect Your Operation
During a DOT compliance review, auditors assess whether records are complete, consistent, and organized. Gaps in maintenance history, DVIRs referencing defects with no repair follow-up, and missing annual inspection documentation all raise questions that can negatively affect your safety rating.
Lowcountry Diagnostics provides written repair documentation for every job performed on commercial vehicles in the Charleston area. Whether it is a mobile diagnostic call, preventive maintenance service, or a roadside repair, you receive clear documentation of what was found, what was done, and what should be monitored going forward.