Vehicle Maintenance · Free Checklist
Vehicle Maintenance File Checklist
Check each vehicle file for identification, planned service, completed work, inspection evidence, and defect follow-up.
Who It’s For
Fleet maintenance coordinators and owner-operators.
How to Use It
Use a separate checklist for each truck, tractor, or trailer. Compare it with the actual records, including leased equipment. This helps organize a file review; it does not replace a qualified inspection or establish that a vehicle is safe to operate.
What’s Included
- Unit identification
- Maintenance and inspection evidence
- Retention and missing-record follow-up
For ordinary carrier records under 396.3, the recordkeeping provision applies to vehicles controlled for 30 consecutive days. Keep those records for 1 year where the vehicle is housed or maintained and for 6 months after it leaves carrier control. Other record types have their own requirements.
Put It into Practice
Need help applying this to your operation? Plan your vehicle files and inspections.
Related Downloads
Official References
Check the applicable requirements alongside your company procedures.
Using This Download
Is this a fillable PDF?
This is a printable 1-page PDF. Complete it by hand after printing, or add text with a PDF editor. It does not contain interactive form fields.
Can MSM customize it for our company?
Yes. MSM clients can ask their MSM team to adapt the resource to company procedures, reporting contacts, equipment, and branding. The standard public download is available to everyone.
Reviewed October 26, 2026. These resources support U.S. trucking safety work. Apply the rules, exceptions, equipment instructions, and state requirements relevant to your operation. A completed form does not by itself establish compliance.