What to keep, and for how long
| Record | Keep for |
|---|---|
| Annual (periodic) inspection report Every truck and every trailer, at least once every 12 months, by a qualified inspector. The report lists the inspector, the vehicle and anything that failed. | 14 months, where the vehicle is housed or maintained §396.17, §396.21 |
| Proof on the vehicle A decal or a copy of the report carried on the vehicle: inspection date, who keeps the report, the vehicle's identification and a pass certification. | Until the next inspection §396.17(c) |
| Driver vehicle inspection report (DVIR) Required when the driver finds or is told of a defect. The carrier certifies the repair, or that none is needed, before the vehicle runs again. | 3 months §396.11 |
| Maintenance file for each vehicle Identification, a schedule of inspections and maintenance with due dates, and a record of every inspection, repair and service. | 1 year, plus 6 months after the vehicle leaves your control §396.3 |
The annual inspection
- It covers every commercial motor vehicle you operate, trailers included, and must meet the standards in Appendix A to Part 396.
- A vehicle that passes a state periodic inspection program meeting those standards counts as inspected for 12 months from the end of that month.
- The inspector must be qualified under §396.19, and the carrier keeps evidence of that qualification.
The driver's part: pre-trip and post-trip
- Before driving: the driver must be satisfied the vehicle is in safe operating condition. If the last inspection report listed defects, the driver reviews it and signs that repairs were made or were not needed. §396.13
- After the day's driving: a written report covering brakes, parking brake, steering, lights and reflectors, tires, horn, wipers, mirrors, coupling devices, wheels and rims, and emergency equipment. For property carriers it is only required when a defect is found or reported. §396.11
- Before the next run: the carrier certifies on the report that the defect was repaired or that repair was not needed. Driving with an unrepaired reported defect is one of the violations that fails a new entrant safety audit.
Where inspections find problems
At CVSA's International Roadcheck in May 2026, inspectors placed 19% of vehicles out of service. The most common vehicle violations were brakes (3,379) and tires (2,914). A defect a driver writes up and a mechanic fixes is a maintenance record; the same defect found at the roadside is a violation on your safety record.
Every inspection date, tracked
IFTAX keeps each truck's and trailer's annual inspection, DVIRs and repair records in one file and reminds you before an inspection runs out.
Sources: 49 CFR 396.3, 396.11, 396.13, 396.17, 396.19, 396.21; CVSA International Roadcheck 2026 results. General information, not legal advice. IFTAX is not affiliated with FMCSA, CVSA or any government agency.