Organize inspection reports, vehicle documentation, qualification records, defect history, and proof carried on the vehicle.
Review Documentation Before the Appointment
A mechanically sound vehicle can still create compliance problems when inspection and maintenance records are incomplete.
Before the annual inspection, verify:
- Vehicle identification number
- Unit number
- License-plate information
- Motor-carrier identity
- Current mileage
- Previous annual-inspection date
- Previous inspection report
- Preventive-maintenance records
- Open defect reports
- Repair orders and corrective-action records
- Inspector qualification documentation
- Brake-inspector qualification documentation when applicable
- State inspection records
- Registration and insurance documentation
- Any inspection decal or proof carried on the vehicle
Vehicle information should be consistent across the inspection report, maintenance system, registration records, and unit markings.
What Must the Annual Inspection Report Contain?
Under 49 CFR § 396.21, the qualified inspector’s report must:
- Identify the inspector;
- Identify the motor carrier operating the vehicle;
- State the inspection date;
- Identify the vehicle;
- Identify the components inspected;
- Describe the inspection results;
- Identify components that did not meet the minimum standards; and
- Certify the accuracy and completeness of the inspection.
The carrier or other responsible entity must retain the original or a copy for 14 months from the inspection-report date. It must generally be kept where the vehicle is housed or maintained and made available upon demand to an authorized federal, state, or local official. See the Part 396 recordkeeping requirements.
What Documentation Must Be on the Vehicle?
The vehicle must carry evidence of the most recent qualifying inspection.
That documentation may be:
- A copy of the periodic-inspection report; or
- A sticker, decal, or other documentation based on the report.
If a sticker, decal, or similar document is used, it must contain the information required by § 396.17, including:
- Inspection date
- Name and address of the entity maintaining the report
- Information uniquely identifying the vehicle, if the vehicle is not otherwise clearly identified
- Certification that the vehicle passed an inspection under § 396.17
A generic sticker without the required information may not establish compliance.
Daily Inspections Do Not Replace the Annual Inspection
Driver inspections and annual inspections are separate obligations.
Before operating a commercial motor vehicle, the driver must be satisfied that the vehicle is in safe operating condition and review the last applicable driver vehicle inspection report. Driver-reported defects that are likely to affect safe operation must be repaired before the vehicle is operated again.
For property-carrying vehicles, federal rules generally do not require a written post-trip Driver Vehicle Inspection Report when no defect or deficiency is discovered or reported. When a qualifying defect is identified, however, it must be documented, signed, addressed, and retained as required. See 49 CFR § 396.11.
A current annual inspection does not authorize operation with a newly developed unsafe defect.