DVIR, Annual Inspection and Maintenance Records

Last updated: October 20, 2026 · Sources: 49 CFR 396.3, 396.9, 396.11, 396.17, 396.19, 396.21, 396.25, 385.321

Quick answer: You must systematically inspect, repair and maintain every vehicle you control and keep maintenance records for 1 year (49 CFR 396.3). Drivers file a DVIR when a defect is found or reported, and you keep it 3 months (396.11). Every CMV, including trailers, needs an annual inspection, with proof on the vehicle and the report kept 14 months (396.17, 396.21). Skipping annual inspections is an audit automatic failure at 51%+ of records (385.321).

Maintenance records (396.3)

For each vehicle you control for 30 consecutive days or more, keep: - vehicle ID: company unit number (if marked), make, serial number (VIN), year, and the owner if it isn't you; - a way to show the nature and due date of inspections and maintenance (a PM schedule); - a record of inspections, repairs and maintenance, with the date and nature of each.

Keep them where the vehicle is housed or maintained for 1 year, and for 6 months after the vehicle leaves your control (396.3(c)).

Driver vehicle inspection reports (396.11)

• At the end of each day's work, drivers report on each vehicle: at least service brakes and trailer brake connections, parking brake, steering, lights and reflectors, tires, horn, wipers, mirrors, coupling devices, wheels and rims, and emergency equipment.
• A report is required only if a defect is found or reported. The driver signs it.
• Repair safety defects before the vehicle runs again, and certify the repair (or that no repair was needed).
• Keep the DVIR and repair certification 3 months. Electronic DVIRs are allowed.
• The report rule doesn't apply to a carrier operating only one CMV (396.11(a)(5)). A pre-trip habit is still smart, and out-of-service rules still apply.

Annual inspection (396.17–396.25)

• Every CMV, including each trailer, must pass an inspection covering Appendix A to Part 396 at least once in the preceding 12 months. Proof (the report, or a sticker or decal with the required information) must be on the vehicle.
• Inspectors must meet the 396.19 qualifications; keep evidence while they work for you plus 1 year (not required for state program inspections).
• Keep the inspection report 14 months where the vehicle is housed or maintained (396.21(b)).
• Anyone doing brake work must meet the brake inspector qualifications (396.25).

Roadside inspections

Since July 22, 2026, carriers return a completed roadside inspection report only to states that ask for it. You must still correct every listed violation, certify the repairs on the report within 15 days, and keep a copy for 12 months (396.9(d)(3)). You can challenge inaccurate inspection data through FMCSA's DataQs system.

Automatic failures to avoid

At the new entrant safety audit (385.321): running a vehicle declared out of service before it's repaired; not correcting out-of-service defects listed on a DVIR; and using CMVs that haven't been periodically inspected (51% or more of examined records).

Checklist (per truck and trailer)

• ☐ Unit file with VIN, year, make and owner
• ☐ Written PM schedule with due dates
• ☐ Annual inspection current, proof on the vehicle, report filed
• ☐ DVIR process set up (if you run more than one CMV)
• ☐ Roadside reports certified within 15 days and filed

Keep the whole setup in one place

The Carrier Launch Kit New Authority: First 90 Days kit includes a vehicle maintenance log and annual-inspection tracker in the Excel workbook. Get the kit → · Free First 30 Days Checklist

FAQ

Do owner-operators with one truck need DVIRs? The 396.11(a) report rule doesn't apply to a carrier operating only one CMV. Out-of-service rules still apply.

How long do I keep a DVIR? 3 months, together with the repair certification (396.11(a)(4)).

Does a trailer need an annual inspection? Yes. Every CMV, including each trailer in a combination, needs one at least every 12 months (396.17).

Do I still mail roadside inspection reports back? Since July 22, 2026, only to states that ask for it. You must still fix violations and certify repairs within 15 days (396.9(d)(3)).

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Educational only, not legal advice. Carrier Launch Kit is not affiliated with FMCSA or USDOT. Check the current rule in the eCFR.

Educational only, not legal advice. Affiliate disclosure.