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Vehicle Maintenance File Forms

Vehicle Maintenance File Forms

Vehicle Maintenance File Forms

Motor carriers that operate in Ohio must keep accurate and up to date records for all vehicles and equipment they control. The various inspection, repair, and maintenance records retention requirements are outlined in Parts 393 and 396 of the Federal Motor Carrier Safety Regulations. The following is a summary of each required form, along with a sample form, to assist you in complying with these rules and regulations. Each form is available for download and can be completed on-or-offline before printing. (Click here to access all forms, or below to access each form individually.)

  1. Driver’s Post-Trip Vehicle Inspection Report Form: (Driver Vehicle Inspection Report): All motor carriers must require drivers to report in writing at the completion of each day’s work on each vehicle operated. Section 396.11 of the federal regulations specifies what should be included in each report. The original driver vehicle inspection report, the certification of repairs, and the certification of the driver’s review should be maintained for three months from the date the written report was prepared.
  2. Vehicle Inspection, Repair and Maintenance Record Form: Motor carriers must maintain accurate and detailed records for inspections, repairs and maintenance on all equipment and vehicles under their control for 30 days or more as outlined in Part 396.3 of the FMCSRs. These records must be retained for 1 year and located where the vehicle is housed or maintained. Once the equipment or vehicle leaves the motor carrier’s control, records must be maintained for 6 months.
  3. Vehicle Service Due Status Report Form: Motor carriers must maintain accurate records for inspections and service due for all equipment and vehicles they control for 30 days or more. These records must be retained for 1 year and located where the vehicle is housed or maintained. Once the equipment or vehicle leaves the motor carrier’s control, records must be maintained for 6 months. (Refer to 49 C.F.R. 396.3.)
  4. Record of Annual Inspection:  Every commercial motor vehicle must be inspected periodically as required by Section 396.17 of the federal regulations. Documentation of this inspection must be retained in or on the vehicle as indicated in Section 396.21(a). Based on the type of inspection report, other forms, such as a sticker or decal, as outlined in Section 396.17(c)(2), are also acceptable.
  5. Roadside Inspection Records:  Following a roadside inspection, motor carriers and intermodal equipment providers must certify that all that all violations have been corrected by signing the inspection form and returning it to the PUCO within 15 days. A copy of this report must be retained at the principal place of business, or where the vehicle is housed for 12 months from the date of inspection. (Refer to 49 C.F.R. 396.9(d)(3).)
  6. Receipts from Outside Repairs: Motor carriers should maintain an accurate record of receipts from outside repairs for all equipment and vehicles they control, which is outlined in Part 396.3 of the FMCSRs. These records must be retained for 1 year and located where the vehicle is housed or maintained. Once the equipment or vehicle leaves the motor carrier’s control, records should be maintained for 6 months.