PM checklist
DOT Maintenance Records Checklist
This checklist helps small carriers keep maintenance records findable and tied to the correct unit.
If this checklist creates repair items, record them in the maintenance log template and use the PM schedule generator to plan the next due mileage.
Printable Checklist
| Item | What to check | Why it matters | Notes |
|---|---|---|---|
| Unit identification | Keep unit number, VIN, year, make, model, tire size, and ownership/lease status together. | Records must point to the right equipment. | Use the same unit number everywhere. |
| Inspection records | File annual inspections, driver-reported defects, repair certifications, and follow-up notes. | Inspection documents need retrieval, not just storage. | Use dates and odometer readings. |
| Repair and PM invoices | Store invoices with work description, parts, labor, vendor, cost, and warranty terms. | Invoices support maintenance history and cost review. | Attach photos or scan reports when useful. |
| Defect closeout | Record who reviewed the defect, what corrected it, and when the unit returned to service. | Open defects without closeout create confusion. | Tie closeout to invoice or internal work order. |
| Retention review | Review current FMCSA/DOT recordkeeping requirements with official sources or counsel when needed. | This site is not legal advice. | Use /sources/ for reference links. |
How Often to Use This Checklist
Use monthly, before audits or compliance reviews, and before selling equipment.
Common Mistakes
- Checking boxes without writing mileage, unit number, defect notes, and follow-up status.
- Treating a visual walkaround as a qualified mechanical inspection.
- Skipping records for small defects that later become repeated repair issues.
- Filing paper logs where drivers, dispatch, and maintenance cannot retrieve them quickly.
Records to Keep
- Completed checklist with date, odometer, driver or inspector name, and unit number.
- Defect correction notes, invoices, parts receipts, and photos when useful.
- PM due mileage, next inspection target, and any out-of-service decision notes.
Use the print button to print the checklist or save it as a PDF from the browser.
Related resources
Sources and Methodology
- Federal Motor Carrier Safety Regulations, Part 393 - Equipment safety rules used as a reference point for inspection-sensitive systems such as brakes, lamps, coupling devices, and tires.
- Federal Motor Carrier Safety Regulations, Part 396 - Maintenance, inspection, repair, and recordkeeping requirements for motor carriers.
- Driver Vehicle Inspection Reports and Roadside Inspection Basics - Public FMCSA material used for inspection and recordkeeping context.