Public Resource Page

Vehicle Maintenance

Starter page for vehicle maintenance file preparation and reminders.

What 49 CFR Part 396 Requires

Part 396 of the Federal Motor Carrier Safety Regulations requires every motor carrier to "systematically inspect, repair, and maintain" all commercial motor vehicles it operates, or have that work done. In practice that means three things working together: a driver vehicle inspection process, a periodic (annual) inspection, and a maintenance file that documents it all. Roadside inspectors and FMCSA auditors both check this documentation directly, and a thin maintenance file is one of the more common findings in a compliance review.

Required Maintenance File Items

✓ Identification of each vehicle (VIN, make, model, year, tire size)
✓ A schedule and description of the inspection/maintenance operations performed
✓ Records of the inspection, repair, and maintenance work actually done, with dates
✓ Documentation of the most recent annual (periodic) inspection, including the inspector's signature and certification
✓ Driver Vehicle Inspection Reports (DVIRs) noting any defects, with proof the defects were repaired or certified as not needing repair before the vehicle was dispatched again
✓ Lease and ownership information for vehicles not owned outright by the carrier

Driver Vehicle Inspection Reports (DVIRs)

Under 49 CFR 396.11 and 396.13, drivers operating a covered commercial motor vehicle must prepare a written (or electronic, per 49 CFR 390.32) report at the end of each day's work covering the parts and accessories most likely to affect safe operation — service and parking brakes, steering, lighting, tires, horn, windshield wipers, mirrors, coupling devices, wheels and rims, and emergency equipment. Any defect that would affect safety or lead to a mechanical breakdown must be repaired before the vehicle is dispatched again, and the carrier must certify the repair (or that repair wasn't necessary) on the report.

Annual Inspections and Retention

Every commercial motor vehicle subject to Part 396 must undergo a periodic inspection at least once every 12 months, meeting the minimum standards in Part 396's Appendix A. Carriers can perform this inspection in-house with a qualified inspector, use a commercial facility, or rely on an equivalent state inspection program. Documentation of that inspection must be kept for 14 months from the inspection date, DVIRs generally for three months, and broader inspection/repair/maintenance records for the periods set out in 396.3(c) — while the vehicle is in the carrier's control, plus a defined retention period after it leaves the fleet.

49 CFR Part 396 — Inspection, Repair, and Maintenance (ecfr.gov)

Frequently Asked

How long do we have to keep DVIRs?

Generally three months from the date they were prepared, per 49 CFR 396.11, unless a defect was noted — in which case the record of the repair or certification should be retained with it.

Who can perform the annual inspection?

A qualified inspector meeting the requirements of 49 CFR 396.19 — this can be a carrier's own employee, a commercial inspection facility, or an equivalent state inspection program, as long as the inspection meets Appendix A minimum standards.

Does a lightly used vehicle still need a maintenance file?

Yes. Part 396 applies to every commercial motor vehicle the carrier controls, regardless of how often it's driven — mileage or usage level doesn't exempt a vehicle from inspection, repair, and recordkeeping requirements.

Free Resources

Vehicle Maintenance BASIC Fact Sheet FMCSA
Summarizes CMV maintenance regulatory requirements and how violations affect a safety rating.
49 CFR Part 396 — Inspection, Repair, and Maintenance eCFR
Full binding federal regulation text on required CMV inspections, defect reports, and recordkeeping.