Explore the sections in this guide
The short answer
Section 396.3 requires systematic inspection, repair, and maintenance. For covered motor vehicles controlled for 30 consecutive days, the records include:
- Vehicle identification: company number, make, serial number, year, and the supplier if the carrier does not own it.
- The nature and due date of required inspection and maintenance work.
- The date and nature of inspections, repairs, and maintenance performed.
Intermodal equipment providers have record duties for each unit tendered or intended for interchange. Other requirements and exceptions can apply.
How long do you retain the records?
Section 396.3(c) specifies one year where the vehicle is housed or maintained, and six months after it leaves the carrier's control. Check other applicable retention rules before discarding any record.
Make the records work for your team
Use the same unit identifier on work orders, inspection reports, and your maintenance schedule. Assign someone to review upcoming work and follow up on open defects.
Try a simple retrieval exercise: choose one truck and one trailer, then locate their identification, maintenance schedule, and recent work records. Note what was difficult to find and who will fix that gap.
A practical example
A repair invoice names the truck by license plate while the maintenance schedule uses a unit number. Add a consistent cross-reference so someone can connect the work to the right equipment.
Common mistakes
Keeping invoices without a due-date process; using inconsistent identifiers across records.
Your next steps
- Select a truck and trailer and locate their records.
- Compare identifiers across schedules and work orders.
- Assign someone to track upcoming work and unresolved questions.
What each record contributes
| Record or decision | What it addresses | What to check |
|---|---|---|
| Equipment list | Identifies the unit | Map plate, VIN, and internal unit numbers. |
| Maintenance schedule | Shows planned work and due dates | Identify the scheduling method and responsible person. |
| Work order | Describes work performed | Check unit, date, concern, and repair description. |
| Inspection report | Documents an examination | Identify its type, scope, findings, and disposition. |
A repair history is different from a maintenance plan
Repair invoices tell you about past work. A maintenance plan explains what must happen next and how staff determine when it is due. If the schedule uses mileage, hours, dates, or another agreed trigger, the records should let the office and maintenance staff understand that trigger. Do not create intervals from a generic internet chart and present them as suitable for every unit. Equipment type, use, manufacturer guidance, and applicable requirements affect the maintenance program.
Example: one truck has three identifiers
The invoice uses the plate, the inspection report uses a VIN, and the office schedule uses truck 214. Without a cross-reference, the record reviewer may report an inspection missing even though it is filed under a different identifier. Start with the equipment list, connect the identifiers, and then determine what is actually missing. Keep replaced plates and changed unit numbers traceable where needed to understand older records.
A sample review should name its limits
Five selected truck folders do not establish the condition of the entire fleet. A records report should identify the units, dates, documents reviewed, and items that could not be verified. Mechanical diagnosis and operating decisions need the responsible qualified person. Keep those decisions distinguishable from an office finding about incomplete paperwork.
Use the matching PassPro form
Vehicle maintenance record index — instructions and fillable PDF
A defect needs a traceable repair decision
A useful review starts with a reported concern, follows it to the correct unit and finds the repair or inspection disposition. Where a rule requires a certification, retain it with the applicable report. A work order saying “checked truck” may not establish what happened to a reported brake or coupling concern. Ask for the work description and supporting disposition. The responsible qualified person makes the mechanical and operating decision.
Measure the failure in the process
If the same concern appears on several reports, determine whether the operation missed a repair, failed to record completed work, or allowed the defect to recur. Those problems require different corrections. A suggested monthly sample can compare due work, actual completion and repeat defects for selected units. Record the sample’s limits and unresolved items. Do not describe a few reviewed folders as evidence that the entire fleet meets every requirement.
Sources & further reading
This guide summarizes common federal requirements and preparation practices. Applicability, exceptions, and state requirements can differ. Check the linked source and the rules that apply to your operation.
