This free Driver Vehicle Inspection Report template records a driver’s post-trip vehicle review, any defect found, the carrier’s repair certification and the next driver’s acknowledgment. It reflects the current electronic-record provisions in 49 CFR 396.11 and 396.13.
Federal law does not prescribe one universal DVIR form. The required report content and when a report is required depend on the operation. Property-carrying and passenger-carrying carriers must not use the same shortcut.
When a DVIR is required
For a property-carrying CMV, section 396.11 generally requires a report when the driver discovers or is told about a defect or deficiency that would affect safe operation or could cause a mechanical breakdown. Passenger carriers generally require a report at the end of each driving day for every vehicle operated.
Intermodal equipment has separate reporting provisions. A carrier should adapt this template rather than using it for an operation it was not designed to cover.
What the template records
- Carrier, vehicle, trailer, driver, date and location
- Vehicle systems reviewed and defects described in the driver’s own words
- Whether the condition affects safe operation
- Repair details and the carrier’s repair-or-not-required certification
- The next driver’s review and acknowledgment where required
- Electronic-record and retention reminders
Electronic DVIRs are allowed
Effective in 2026, sections 396.11 and 396.13 expressly allow the required reports to be created and maintained electronically under 49 CFR 390.32. An electronic form still needs accurate content, reliable signatures or certifications, retention and timely production when requested.
Repair certification matters
The motor carrier must correct a listed defect or deficiency that would likely affect safe operation before the vehicle is operated again. The carrier or its agent certifies that the repair was made or that repair was unnecessary. A blank repair box does not show that the issue was assessed.
What a useful defect description looks like
“Brake problem” is too vague for a technician or the next driver. Identify the unit, axle or side, the component and what the driver observed. Examples include an audible air leak at the right rear trailer chamber, a cut exposing cord on the steer tire or a left stop lamp that did not illuminate. The driver reports the condition; qualified maintenance personnel determine the repair.
Never coach a driver to leave a defect off the report because a repair has already been discussed. The report and repair certification together create the handoff. If the condition is likely to affect safe operation, the vehicle must not return to service until the required repair is complete.
Retention and access
Section 396.11 requires the carrier to retain the original report, repair certification and driver-review certification for three months from the date the written report was prepared. Store the report under the correct vehicle and date so it can be produced with related maintenance evidence.
An electronic system should prevent records from disappearing when a driver account is closed or a vendor changes. Test exports, signatures, timestamps and search before relying on the system during an audit.
See ELD and HOS compliance services, mock DOT audit services and the pre-trip inspection form.
Official references
Use the current text of 49 CFR 396.11, 49 CFR 396.13 and FMCSA’s inspection and maintenance guidance.
Last reviewed August 18, 2026. General information only, not legal advice.
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