DVIR and Vehicle Maintenance Rules
Under 49 CFR 396.11, a driver writes a vehicle inspection report (DVIR) at the end of each day's work only if a defect is found. A carrier that runs only one commercial vehicle is exempt from the DVIR rule. Keep DVIRs 3 months. Keep annual inspection reports 14 months. Keep maintenance records 1 year, plus 6 months after the vehicle leaves your control.
Facts checked October 15, 2026
Key Points
- A driver writes a DVIR at the end of each day's work on each vehicle. The rule says drivers do not have to write one if no defect is found (49 CFR 396.11(a))
- The rule does not apply to a carrier that operates only one commercial vehicle. It also does not apply to driveaway-towaway operations or to private passenger carriers that are not a business (396.11(a)(5))
- The carrier must fix any defect that could affect safety before the vehicle is driven again. It must certify on the DVIR that the defect was fixed or did not need repair
- Keep the DVIR, the repair certification and the driver's review certification for 3 months from the date of the report
- Every commercial vehicle needs an annual inspection, and each unit of a combination counts. Keep the inspection report 14 months (49 CFR 396.17 and 396.21)
- Keep a maintenance record on each vehicle you control for 30 days in a row. Keep it 1 year where the vehicle is housed or maintained, and 6 months after it leaves your control (49 CFR 396.3)
DVIR vs. annual inspection vs. maintenance records
| Daily DVIR (396.11) | Annual inspection (396.17, 396.21) | Maintenance records (396.3) | |
|---|---|---|---|
| Who does it | The driver | A qualified inspector, or an agent such as a commercial garage | The motor carrier |
| How often | At the end of each day's work, but a written report is only needed when a defect is found | At least once every 12 months | Kept for each vehicle the carrier controls for 30 consecutive days |
| How long to keep it | 3 months | 14 months, where the vehicle is housed or maintained | 1 year where the vehicle is housed or maintained, plus 6 months after it leaves the carrier's control |
| Who is exempt | A carrier that operates only one commercial motor vehicle | No one. Every commercial motor vehicle needs it | Private passenger carriers that are not a business |
Do drivers have to fill out a DVIR every day?
Only when there is something to report. The rule says a driver writes a report at the end of each day's work on each vehicle operated. But it also says drivers are not required to prepare a report if no defect or deficiency is found or reported to them (49 CFR 396.11(a)). If a driver runs more than one vehicle in a day, each vehicle with a defect needs its own report. Before driving, the driver must also be satisfied that the vehicle is in safe operating condition. The driver must review the last DVIR if there was one (49 CFR 396.13).
Who is exempt from the DVIR rule?
Three groups are exempt from 49 CFR 396.11. They are a private motor carrier of passengers that is not a business, a driveaway-towaway operation, and any motor carrier operating only one commercial motor vehicle (396.11(a)(5)). That last one matters to owner-operators. A carrier with a single truck does not have to prepare DVIRs under this rule. An owner-operator leased to a carrier is usually part of that carrier's operation. A carrier with more than one vehicle has to follow the rule. So ask your carrier what it requires. The annual inspection and the pre-trip duty in 396.13 apply either way.
What must a DVIR cover, and who signs it?
The report must cover at least these parts: service brakes including trailer brake connections, parking brake, steering mechanism, lighting devices and reflectors, tires, horn, windshield wipers, rear vision mirrors, coupling devices, wheels and rims, and emergency equipment. It must name the vehicle and list any defect that would affect safe operation or cause a breakdown. The driver signs it. With two drivers, only one needs to sign if both agree on the defects (49 CFR 396.11(a)). The report can be kept in electronic form under 49 CFR 390.32.
What happens after a driver reports a defect?
Before the vehicle is driven again, the carrier or its agent must fix any listed defect that is likely to affect safe operation. It must then certify on the report that the defect was fixed or that repair was not needed. The next driver reviews the last report and signs to confirm the repair certification (49 CFR 396.13). The carrier keeps the DVIR, the repair certification and the driver's review certification for 3 months from the date of the report (396.11(a)(4)).
What is the annual inspection?
A carrier must not use a commercial motor vehicle unless each part in Appendix A to Part 396 has passed an inspection at least once in the past 12 months. Proof of it must be on the vehicle (49 CFR 396.17). Each unit of a combination is its own vehicle. For a tractor and trailer, each must be inspected, and a converter dolly counts too. The carrier can do the inspection itself, or use a commercial garage or truck stop as its agent. The inspector's report names the inspector, the carrier, the date and the vehicle. It lists the parts checked and the results. The carrier keeps the report for 14 months where the vehicle is housed or maintained (49 CFR 396.21).
What maintenance records does a carrier have to keep?
A carrier must keep records on each vehicle it controls for 30 consecutive days (49 CFR 396.3). Each record shows the vehicle's company number if marked, make, serial number and year. If the carrier does not own the vehicle, it also shows who furnished it. The record must also show a way to track the type and due date of each inspection and maintenance task. And it must list each inspection, repair and maintenance job, with its date and nature. The records stay where the vehicle is housed or maintained for 1 year, and for 6 months after the vehicle leaves the carrier's control.
Related Free Tools
Annual DOT Inspection Checklist
Every item from the federal minimum periodic inspection standards as a checklist, with your next due date and what the report must show.
Truck Breakdown Triage
Pick what is going wrong and get a clear answer: stop now, get help first, or drive on to the next safe stop. Then copy a message for your broker.
Preventive Maintenance Scheduler
Track all service intervals by odometer. Never miss a maintenance item again.
Pre-Trip / Post-Trip DVIR Checklist
A 49 CFR 396.11 compliant Driver Vehicle Inspection Report with defect tracking.
Frequently Asked Questions
Do I need to fill out a DVIR if I did not find anything wrong?+
No. The rule says drivers are not required to prepare a DVIR if no defect or deficiency is found or reported to them (49 CFR 396.11(a)(2)). You still have to be satisfied that the vehicle is safe before you drive it (49 CFR 396.13). Many carriers, shippers and insurers still ask for a pre-trip check on paper, so follow your carrier's policy.
Does an owner-operator need to do a DVIR?+
The DVIR rule does not apply to a motor carrier that operates only one commercial motor vehicle (49 CFR 396.11(a)(5)). If you run one truck under your own authority, this rule does not require you to prepare DVIRs. If you are leased to a carrier that runs more than one vehicle, ask what it requires. The annual inspection rule applies to every commercial motor vehicle.
How long do I keep a DVIR?+
Keep the DVIR, the repair certification and the driver's review certification for 3 months from the date the report was written (49 CFR 396.11(a)(4)).
How long do I keep annual inspection reports?+
14 months from the date of the inspection report. Keep the original or a copy where the vehicle is housed or maintained, and have it ready if an official asks for it (49 CFR 396.21).
How long do I keep maintenance records?+
Keep records on each vehicle you control for 30 consecutive days. Keep them where the vehicle is housed or maintained for 1 year, and for 6 months after the vehicle leaves your control (49 CFR 396.3).
Does the 30-day maintenance record rule apply to a leased truck?+
Yes. The rule covers each vehicle a carrier controls for 30 consecutive days. If the carrier does not own the vehicle, the record must name the person who furnished it (49 CFR 396.3). It is not only vehicles you hold title to.
Does every trailer need an annual inspection?+
Yes. Each unit of a combination counts as a commercial motor vehicle. For a tractor and semitrailer, both must be inspected. A full trailer with a converter dolly means the tractor, the trailer and the dolly are each inspected (49 CFR 396.17).
More federal trucking rules
- Hours of Service Rules for Truck Drivers
- ELD Mandate: Who Needs an ELD
- DOT Roadside Inspection Levels Explained
- DOT Drug and Alcohol Testing Rules
- Driver Qualification File Requirements
- New Entrant Safety Audit Requirements
- Hours of Service Exceptions and Exemptions
- Motor Carrier Insurance Requirements
- CDL Classes, Endorsements and ELDT Training
- DOT Physical and Medical Card Requirements
- Drug and Alcohol Clearinghouse Requirements
- Cargo Securement Rules for Trucks
- Hazmat Basics for Truck Drivers and Carriers
- USDOT Number and Biennial Update Requirements
- Safety Ratings, Compliance Reviews and DataQs
- Federal Truck Size and Weight Limits
- California Clean Truck Check (HD I/M)
- Truth-in-Leasing Rules for Owner-Operators
- Form 2290 Heavy Highway Vehicle Use Tax
- Truck Driver Phone, Texting and Seat Belt Rules
- Railroad Crossing Rules for Truck Drivers
- Truck Emergency Equipment and Warning Triangle Rules
- Truck Windshield, Dash Cam and Mirror Rules
- CDL Disqualification: Major and Serious Offenses
- Truck Tire Rules: Tread Depth, Retreads and Pressure
- Trailer Reflective Tape (Conspicuity) Rules
- Truck Brake Rules: Pushrod Stroke, Lining Thickness and ABS
- Driver Conduct Rules: Alcohol, Drugs, Fatigue, Passengers and Pre-Trip Checks
- English Language Proficiency for Truck Drivers: The 391.11(b)(2) Rule
- Weigh Station Rules: Who Must Stop and What Happens If You Skip
- Truck Lighting Rules: Required Lamps and Reflectors (49 CFR 393)
- Driver Road Test Rules: The Company Road Test and Certificate (49 CFR 391.31)
- Box Truck and Hotshot Requirements: CDL, USDOT Number, Authority and ELD
- Owner-Operator Requirements: What You Need Before You Haul
Related terms and pages
Sources
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This is a plain-language summary for reference, not legal advice. Check the official rule text before you rely on any detail. Ask a compliance professional about your own operation.