Pick a field on one of the fictional documents below. Its explanation identifies what the entry tells you, what it does not establish, and what record belongs beside it.
Training illustrations only. These are simplified PassPro examples, not copies of government, vendor or client documents. No personal records are collected or uploaded by this tool.
ILLUSTRATION 01
Roadside report follow-up
Read the complete actual report and issuing-agency instructions. The example below shows only selected entries.
Report: EXAMPLE-RS-104 · Oct. 6, 2026
Use the report number and inspection date to connect all pages, the carrier response and correction evidence. A due-date entry without the original report can omit instructions or continuation pages.
Equipment: tractor EXAMPLE-T17; trailer EXAMPLE-TR24
Match unit identifiers and any VIN information to the actual equipment and repair record. Work on a different unit does not establish correction of this report’s defect.
Observed item: brake condition · OOS designation: YES
The actual report’s restriction controls movement. Under §396.9, an out-of-service vehicle must not operate until all required OOS-notice repairs are satisfactorily completed. A 15-day office reminder does not authorize continued operation.
Correction record: pending · assigned to maintenance
Assignment is not completion. Connect the actual repair evidence to each noted violation and record the responsible person’s verification. Do not invent a release date.
Certification: within 15 days · return if requested
Track the correction-certification process separately from the immediate movement restriction. Return the completed form to the issuing State if requested. Retain the report copy for 12 months. Check the complete rule and agency instructions.
Two clocks, two responsibilities
Dispatch needs the immediate operating status. The office needs the report-handling, certification and retention controls. Put both where their responsible people can find them.
Full roadside follow-up guideILLUSTRATION 02
A gross weight under 80,000 can still need attention.
This illustration assumes ordinary federal Interstate weight limits, a five-axle combination with tandem drive and trailer groups, and no applicable exception or permit. It is a comparison exercise, not a legal load determination.
Weigh time: Oct. 6, 2026 · load EXAMPLE-L82
Tie the ticket to the actual equipment, load and weighing event. An older ticket for a different configuration is not evidence of this departure weight.
Steer: 11,800 lb
Check applicable axle rules and equipment/tire ratings. The scale number alone does not establish those ratings or the load distribution needed for the route.
Drive tandem: 34,600 lb
This is 600 lb above the ordinary 34,000-lb federal Interstate tandem limit in our stated assumptions. A gross total below 80,000 does not erase that axle-group concern.
Trailer tandem: 32,900 lb
Review every relevant group and axle spacing. A satisfactory value for this group does not settle the drive tandem, bridge calculation or equipment ratings.
Gross: 79,300 lb
11,800 + 34,600 + 32,900 = 79,300. Check axle/group, bridge, route and equipment requirements as well as gross. Do not treat this tool as a universal legal/illegal checker.
The missing information matters.
Axle spacing, actual route, applicable authority, equipment ratings and exceptions need separate verification. If the load is adjusted, preserve the reweigh and the configuration that actually leaves.
Texas’s intermodal port permit does not give a typical five-axle rig 93,000-lb authority. Its qualifying 93,000-lb combination has six axles; the qualifying 100,000-lb combination has seven.
Read the Texas intermodal permit conditionsILLUSTRATION 03
Ordering the MVR and reviewing it are different work.
Driver: EXAMPLE-D17 · licensing authorities: verify
Identify the correct driver and relevant licensing authorities. A retrieved record from the wrong jurisdiction or person cannot support the intended annual inquiry.
MVR received: Oct. 5 · record coverage: verify
The inquiry and review are required at least every 12 months under §391.25. The inquiry covers at least the preceding 12 months. Check coverage rather than treating the order date as sufficient.
Review date: blank · reviewer: blank
The vendor’s delivered status documents receipt, not the carrier’s completed annual review. The retained review note identifies the reviewer and actual review date.
Assessment and follow-up: pending
The carrier considers safe-driving qualification and disqualification, violation and accident evidence. Record the actual assessment and follow-up. Do not backdate a note to make a late review look timely.
Ask what actually happened.
If the note is missing, determine whether the review occurred and locate the original evidence. If it did not, assign the work and record the actual completion date.
Annual MVR inquiry and review guide