Vehicle maintenance record index
One-page fillable PDF. Download it, enter the information in a PDF reader, and save your completed copy.
Download fillable PDFCompleted information stays in the copy you save. This page does not collect your entries.
Identify the actual unit
Record the unit identifier, VIN, make, model, year, carrier, and owner if different. Compare the identifiers used by dispatch, the shop, and the office. A trailer and tractor may have separate records and inspection dates.
Locate the records before closing the check
Use the index to locate the maintenance schedule, repair history, periodic inspection evidence, applicable DVIR records, and open defects. Describe missing evidence and the person assigned to find it. If a document identifies a different vehicle, mark the mismatch for resolution.
The index does not certify the vehicle
Document retrieval and mechanical fitness are separate tasks. An office checklist cannot replace inspection, required repair, or the responsible maintenance person’s findings. Different documents have different retention requirements; use the relevant rule rather than one retention period for the entire folder.
