InstitutePost-trip inspectionsVehicle inspector requirementsAnnual inspections - Motor CarrierFocus AreaUSAEnglishAnalysisIntermodal equipmentCompliance and Exceptions (Level 2)CMV Inspections
Inspection recordkeeping
['CMV Inspections']
- Inspection records for motor carriers and intermodal equipment providers (IEPs) must be retained for one year at the location the vehicle or equipment is housed or maintained.
- Motor carriers must also maintain copies of roadside inspection forms, drivers’ vehicle inspection reports, proof of periodic inspection (including the original or copy of the report), and evidence of an individual’s qualifications to conduct annual or brake inspections.
Motor carriers and IEPs must maintain paper or electronic inspection records. For any commercial motor vehicle controlled for 30 days or more (including trailers), these records must include:
- An identification of the vehicle, including company number (if marked with one), as well as its make, serial number, year, and tire size, and the name of the person furnishing the vehicle if it’s not owned by the carrier;
- A way to indicate the nature and the due date of the various inspection and maintenance operations to be performed (also known as the preventive maintenance schedule);
- A record of the inspection, repair, and maintenance operations that were performed, including their date and nature; and
- For buses, a record of tests conducted on pushout windows, emergency doors, and emergency door marking lights.
IEPs must also maintain (or cause to be maintained) the above records for each unit of intermodal equipment they tender or intend to tender to a motor carrier.
These records must be kept for one year, where the vehicle is housed or maintained. Once a vehicle leaves the control of the carrier or IEP, the file must be retained for six months.
Other inspection records
Motor carriers must keep the following inspection records, in addition to the above:
| Record | Retention Period | Retention Location |
|---|---|---|
| Copies of roadside inspection forms | 12 months from date of inspection | Principal place of business or where vehicle is housed |
| Drivers’ vehicle inspection reports (DVIRs) | 3 months | Principal place of business or where vehicle is housed or maintained |
| Documentation of periodic inspection (a report or other document such as a sticker or decal) | Continuously | In or on vehicle |
| Evidence of an individual’s qualifications to conduct annual inspections | Until 1 year after employee stops performing inspections | Unspecified |
| Periodic inspection report (original or copy) | 14 months | Where the vehicle is housed or maintained |
| Evidence of a brake inspector’s qualifications | Until 1 year after employee stops performing inspections | Principal place of business or where employee is based |