This free vehicle maintenance log helps a motor carrier track each commercial motor vehicle’s identity, inspection history, preventive-maintenance schedule, defects and completed repairs. It follows the record structure in 49 CFR 396.3 while leaving space for the carrier’s own equipment and intervals.
A log is only useful when it reflects real work. Pair each entry with the repair order, invoice, technician certification or inspection report that proves what was checked and completed.
Which vehicles need maintenance records?
Part 396 requires motor carriers to systematically inspect, repair and maintain vehicles under their control. For vehicles controlled for 30 consecutive days or more, the carrier maintains unit records identifying the vehicle and showing the nature and due date of inspections and maintenance operations.
What the template contains
- Company number, make, serial number, year and tire size
- Ownership and control dates
- Preventive-maintenance intervals and next-due fields
- Inspection, service, repair and lubrication entries
- Defect source, safety status and closeout
- Annual inspection tracking
- Open-item review and management signoff
Retention under 49 CFR 396.3
Maintain the required records where the vehicle is housed or maintained for one year and for six months after the vehicle leaves the carrier’s control. Retention may need to be longer when another rule, contract, claim or litigation hold applies.
Build intervals from the operation
Federal rules require systematic maintenance but do not prescribe one service interval for every truck. Set intervals using manufacturer guidance, mileage, engine hours, duty cycle, road conditions, inspection history and known failure patterns. Document why a schedule changed.
Close the defect loop
Connect driver reports, roadside inspections and shop findings to the unit log. Identify who assessed the defect, whether it affected safe operation, what repair was performed, who released the vehicle and when. An “open” note should never disappear when the truck returns to dispatch.
Related forms and support
Pair the log with the DVIR template and pre-trip inspection form. For program-level maintenance review, see mock DOT audit support.
Official references
Use the current text of 49 CFR 396.3, 49 CFR 396.17 and FMCSA’s maintenance guidance.
Last reviewed August 18, 2026. General information only, not legal advice.
Frequently asked questions
What vehicle information does 49 CFR 396.3 require?
For vehicles controlled for 30 days or more, records identify the vehicle and show the nature and due date of inspection and maintenance operations.
How long are vehicle maintenance records retained?
Keep the required records where the vehicle is housed or maintained for one year and for six months after it leaves the carrier’s control.
Does FMCSA prescribe one preventive-maintenance interval?
No. The carrier must maintain vehicles systematically and should set supported intervals for its equipment and operating conditions.
Does the log replace repair orders and annual inspections?
No. Link each entry to the underlying repair, invoice, inspection or technician evidence.
Request quotes from DOT compliance providers
Compare DOT compliance providers with experience in FMCSA compliance, DOT audits, driver files, Clearinghouse tasks, drug and alcohol testing and ongoing safety management.