DOT annual inspection form (periodic inspection)
Updated · Reviewed by Israel Margulies, founder and CEO of High Point GPS
A form for the annual (periodic) inspection of a commercial motor vehicle: every system the federal minimum standards list, OK or defective, the inspector's details and the certification the report needs.
Under 49 CFR 396.17, a motor carrier must have each commercial motor vehicle it controls inspected at least once every 12 months, against the minimum standards in Appendix A to Part 396. The inspector has to be qualified under 396.19.
The report (396.21) must identify the inspector, the motor carrier, the date, the vehicle, the components inspected and the results, and certify that the inspection is accurate and complete. Keep the original or a copy for 14 months where the vehicle is housed or maintained. This form follows the federal text; it isn't legal advice.
Annual vehicle inspection report
Fields: Motor carrier · Address · Inspector name · Inspector qualified under 396.19 (yes) · Date · Vehicle / unit no. · VIN · Vehicle type (tractor, trailer, truck, bus) · Odometer
1. Brake system
- Service brakes
- Parking brake system
- Brake drums or rotors
- Brake hose
- Brake tubing
- Low pressure warning device
- Tractor protection valve
- Air compressor
- Electric brakes
- Hydraulic brakes
- Vacuum systems
- Antilock brake system
- Automatic brake adjusters
2 to 8
- Coupling devices
- Exhaust system
- Fuel system
- Lighting devices
- Safe loading
- Steering mechanism
- Suspension
9 to 15
- Frame
- Tires
- Wheels and rims
- Windshield glazing
- Windshield wipers
- Motorcoach seats
- Rear impact guard
- Certification. I certify that this vehicle has passed the inspection in accordance with 49 CFR 396.17 and that this report is accurate and complete.
Fill it in the right way
- Fill in the motor carrier, the inspector and the vehicle with its VIN and odometer.
- Inspect each system against the minimum standards in Appendix A to Part 396.
- Mark each component OK, defective or N/A, and note defects.
- Repair any defective component before the vehicle is passed.
- Sign the certification, put a copy or decal on the vehicle as your process requires, and file the report.
- Keep the original or a copy for 14 months where the vehicle is housed or maintained.
Tips
- Schedule annual inspections from a list of due dates, not from memory; one lapsed trailer can mean a violation.
- Inspect the trailer as its own vehicle with its own report.
- Keep the inspector's qualification on file with the reports.
- Fix defects found and note the repair on the report before it's signed off.
Do it in FleetZap
- Each truck and trailer's annual inspection due date can be tracked as a compliance item in FleetZap, with reminders.
- An inspection procedure can carry pass/fail, reading, photo and signature steps, with required steps that block closing.
- A failed item opens a repair work order for the shop.
- FleetZap records checks and repairs; it doesn't certify compliance.
Sources
FleetZap Maintenance
Work orders, PM, parts, compliance, assets and KPIs. Explore FleetZap Maintenance.
Frequently asked questions
What is a DOT annual inspection?
The periodic inspection 49 CFR 396.17 requires at least every 12 months for each commercial motor vehicle, against the minimum standards in Appendix A to Part 396.
What does the annual inspection report need to include?
Under 396.21: the inspector, the motor carrier, the date, the vehicle, the components inspected and results, and a certification that the inspection is accurate and complete.
How long do you keep DOT annual inspection records?
The original or a copy for 14 months from the inspection date, where the vehicle is housed or maintained.
Who can do a DOT annual inspection?
An inspector qualified under 49 CFR 396.19, through training, experience or a state or federal program.