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DVIR driver vehicle inspection report: what to write and keep
DVIR driver vehicle inspection report explained: when you must write one, what it covers, who signs, how long to keep it and the one-truck rule.
Questions about how this applies to you? Talk to a licensed agent who ran his own authority.
A DVIR, or driver vehicle inspection report, is the paper that says "something on this truck is wrong, and here is what was done about it." It is a small form, but auditors and officers care about it, because it shows that defects get found and fixed. Here is what the DVIR rule asks for, in plain words.
What a DVIR driver vehicle inspection report is
The rule is 49 CFR 396.11. FMCSA (the Federal Motor Carrier Safety Administration) is the agency that enforces it. It says a motor carrier must require its drivers to report on the condition of each vehicle they operated, and that the driver prepares the report at the completion of each day's work.
The report identifies the vehicle and lists any defect or deficiency that would affect safe operation. That includes a problem the driver found and a problem someone reported to the driver.
Many people call this the "post-trip." The idea is to catch a problem at the end of the day, so it is fixed before the truck rolls again.
What the report covers
The rule lists the parts and accessories the report has to cover, at a minimum:
- 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
- Emergency equipment
If you pull a trailer, look at the trailer too. It is part of what you operated that day.
When no report is needed
For trucks that carry property, the rule has an important detail. The driver does not have to prepare a report when no defect or deficiency is found. So a clean day does not need a written DVIR under the federal rule.
Many carriers still ask for a report every day, defect or not. That is a company choice, and it makes a nice paper trail. If your carrier asks for it, do it.
What the carrier must do with a defect
When a report lists a defect, the motor carrier has two jobs before that truck is operated again:
- Repair the defect, when it is one that would affect safe operation.
- Certify on the report that the defect was repaired, or that repair is not needed.
Then the next driver has a job too. Under 49 CFR 396.13, before driving, the driver must be satisfied that the truck is in safe operating condition. The driver reviews the last report when one was required, and signs it to show the review was done and that the repairs are certified.
So a finished DVIR tells a short story with three parts: the driver found it, the carrier fixed it, and the next driver saw it.
How long to keep it
The carrier keeps the report, the repair certification and the driver's review for three months. Paper is fine. The rules also allow these reports to be created and kept in electronic format, so a DVIR built into your ELD app can work. An ELD is the electronic logging device that records your hours.
The one-truck rule, explained clearly
This part confuses many owner-operators. The DVIR report requirement does not apply to a motor carrier that operates only one commercial motor vehicle. If you run one truck under your own authority, the federal rule does not make you write these reports.
But read that carefully. It only removes the written report. It does not remove the inspection or the repair. You still must be satisfied that the truck is safe before you drive it. You still must fix defects. An officer at the roadside can still put a truck out of service for bad brakes or tires, with or without a form.
And the day you add a second truck, the report rule applies to you. If you are leased to a carrier with more than one truck, that carrier's DVIR rules apply to you too.
Mistakes to avoid
- Writing "OK" without looking. A report is a signature under your name.
- Listing a defect and running anyway. The repair, or the note that no repair is needed, comes before the next trip.
- No carrier signature on the repair. A defect with no certification is what auditors look for.
- Throwing reports away too soon. Keep them three months.
- Forgetting the trailer.
- Thinking one truck means no inspections.
The DVIR is your daily check. The yearly one is different. Our article on the annual DOT truck inspection explains that one, and our guide to the levels of DOT roadside inspection shows what officers check.
When to call us
Building your maintenance file, or getting ready for an audit? TCZ Permits builds your whole file and helps you put your inspection and repair records in order. Call 956-526-6727. We cannot promise how any audit or inspection will go, but organized records help you walk in prepared.
Common questions
Do I have to fill out a DVIR every day? For property-carrying trucks, the federal rule requires a written report only when a defect or deficiency is found. Your carrier can ask for one every day.
Does an owner-operator with one truck need a DVIR? The report requirement does not apply to a carrier operating only one commercial motor vehicle. You still must inspect the truck and fix defects before you drive.
How long do I keep DVIRs? Three months, together with the repair certification and the driver's review.
Original report