Maintenance records

Scope

These requirements apply to commercial motor vehicles (CMVs) and intermodal equipment operated in interstate commerce.

Regulatory citations

• 49 CFR 396.3 — Inspection, repair and maintenance

Key definitions

• Commercial motor vehicle (CMV): A self-propelled or towed motor vehicle used on a highway, in interstate commerce, that meets any one of the following criteria:
  • Has a gross vehicle weight rating (GVWR) or gross combination weight rating (GCWR), or gross vehicle weight (GVW) or gross combination weight (GCW), of 10,001 pounds or more, whichever is greater; or
  • Is designed or used to transport more than 8 passengers (including the driver) for compensation; or
  • Is designed or used to transport more than 15 passengers (including the driver), and not used to transport passengers for compensation; or
  • Is transporting hazardous materials of a type or quantity which requires placarding.

• Intermodal equipment: Trailing equipment (usually container chassis) that is used in the intermodal transportation of intermodal cargo containers over public highways.
• Intermodal equipment provider (IEP): Any person that interchanges intermodal equipment with a motor carrier according to a written agreement or has contractual responsibility for the maintenance of the intermodal equipment.
• Systematic inspection, repair, and maintenance: A regular or scheduled program to keep CMVs and intermodal equipment in safe operating condition.

Summary of requirements

Every motor carrier and IEP must systematically inspect, repair, and maintain all motor vehicles and intermodal equipment subject to its control or make provisions for every vehicle to be systematically inspected, repaired, and maintained.

The time period between systematic vehicle inspections is determined by the motor carrier or IEP. The intervals may be established on a mileage or time basis. Though the inspection intervals are at the discretion of the motor carrier or IEP, the program must be reasonable and systematic.

Record retention. Motor carriers are also required to retain records on all vehicles controlled for 30 days or more. IEPs must maintain records for each unit of intermodal equipment they tender or intend to tender to a motor carrier. Records are to be maintained as follows:

• An identification of the vehicle including company number (if so marked), make, serial number, year, tire size, and name of the person furnishing the vehicle if it is not owned by the carrier;
• A means to indicate the nature and the due date of various inspection and maintenance operations to be performed;
• A record of inspection, repair, and maintenance indicating the date and nature; and
• A record of tests conducted on pushout windows, emergency doors, and emergency door marking lights on buses.

All records must be kept where the vehicle is housed or maintained for one year. The records must be kept for six months after a vehicle leaves the motor carrier’s control.