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The Dot Vehicle Inspection form is a crucial document designed to ensure the safety and compliance of commercial vehicles on the road. This comprehensive report covers a wide array of vehicle components, from the brake system to the lighting devices, and serves as a testament to the thoroughness of the inspection process. It captures essential details, such as the name and address of the inspecting company, the registered owner’s information, and the date and time of the inspection. Certified inspectors, who must meet specific qualifications, sign the report, affirming that they have the necessary skills and tools to perform the inspection in accordance with federal regulations. Each inspected item is marked as either “OK” or “Needs Repair,” allowing for a clear assessment of the vehicle’s condition. Furthermore, the form emphasizes the importance of maintaining records for a minimum of fourteen months, ensuring that compliance is not only achieved but also documented. This form is not just a bureaucratic requirement; it plays a vital role in promoting road safety and accountability among motor carriers.

Sample - Dot Vehicle Inspection Form

Annual Periodic Vehicle Inspection Report
Name and Address of Inspecting Company or Agency
Registered Owner’s Name Date Time
Street Certified Inspector’s Name (Print or Type)
City, State, Zip Code
Motor Carrier Operating Vehicle (If different from Owner)
Street
City, State, Zip Code
The signing of this inspection report certifies that the technician
meets and exceeds all requirements of 49 CFR §396.17 and
compatible state regulations and that the technician has the
necessary tools, and is skilled in completion of the annual
inspection, as listed in 49 CFR §396.17
Technician’s Signature______________________________
License Plate Number/State Vehicle Identification Number Vehicle Make Vehicle Model Model Year
Vehicle Components Inspected
OK
Need
Repair
Repair
Date
Item OK
Need
Repair
Repair
Date
Item OK
Need
Repair
Repair
Date
Item
1. BRAKE SYSTEM
5. FUEL SYSTEM
10. SUSPENSION
Adjustment
Visible Leaks
Springs (
cracked/broken/shifted
)
Drums or Rotors
Fill Caps in place/intact
U-bolts. Hangers, etc.
Hoses and/or Tubing
Tank(s) securely attached
Torque, Radius, Tracking Arms
Lining
6. LIGHTING DEVICES
11. FRAME
Warning (Low Pressure)
Headlamps
Frame Members
Tractor Protection Valve
Front Turn Signals
Tire & Wheel Clearance
Air Compressor
Front ID/Clearance Lamps
Sliding Subframe (adj. axle)
Service Brakes
Side Marker Lamps – Left
12. TIRES
Parking Brakes
Side Marker Lamps -Right
Steering Axle Tires -Condition
Electric Brakes
Rear Turn Signals
Steering Tires - over 4/32” tread
Hydraulic Brakes
Stop Lamps
Other Tires – Condition
Vacuum Brakes
Tail Lamps
Other Tires – over 2/32” tread
Warning (Sys Failure)
Rear ID/Clearance Lamps
13. WHEELS & RIMS
2. STEERING SYSTEM
Reflectors / Ref Tape
Lock/Slide Ring
Free Play (Lash)
7. COUPLING DEVICES
Fasteners
Steering Column
5
TH
Wheel
Disk/Spoke Condition
Front Axle Beam
Pintle Hooks
Welds
Steering Gear Box
Drawbar Eye
Pittman Arm
Drawbar Tongue
Ball & Socket Joints
Safety Devices
List any other condition
which may affect safe
vehicle operation
Tie Rods & Drag Links
8. EXHAUST SYSTEM
Nuts, Bolts, Fasteners
Leaks
Power Steering Fluid
Placement
3. WINDSHIELDS
9. SAFE LOADING
4. WIPERS
Securement Devices
MARK COLUMNS AS FOLLOWS: x = OK; o = Needs repair; NA = Does not apply; Fill in Repair date as appropriate
I CERTIFY THE ANNUAL VEHICLE INSPECTION HAS BEEN DONE ACCURATELY AND COMPLETELY. I FURTHER
CERTIFY THAT THIS INSPECTION COMPLIES WITH THE REQUIREMENTS OF 49 CFR §396.21.
This information must be available on board the vehicle, either as a copy of this report, or on a decal that complies with 49
CFR §396.17(c)(2). This report must be kept a minimum of fourteen months from date of completion
Certified Inspector’s Signature:
Date:
INSPECTOR QUALIFICATIONS
Certification — 49 CFR §396.19
Motor carriers are responsible for ensuring that individual(s) performing an annual inspection
under §396.17 are qualified as follows:
• Understands the inspection criteria set forth in Part 393 and Appendix G and can identify
defective components
• Is knowledgeable of and has mastered the methods, procedures, tools and equipment
used when performing an inspection
• Is capable of performing an inspection by reason of experience, training, or both, and
qualifies in one of the following categories (check all that apply):
I. ___ Successfully completed a State or Federal training program or has certificate
from a State or Canadian Province which qualifies the person to perform commercial
vehicle safety inspections.
Specify: _______________________________________
II. ___ Have a combination of training or experience totaling at least one year as follows
(check all that apply):
a. ___ Participation in a truck manufacturer-sponsored training program or similar
commercial training program designed to train students in truck operation and
maintenance.
Where and Date: _____________________________________________________
b. ___ (years) experience as a mechanic or inspector in a motor carrier
maintenance program.
Name and Date: _____________________________________________________
c. ___ (years) experience as a mechanic or inspector in truck maintenance at a
commercial garage, fleet leasing company, or similar facility.
Name of Facility and Dates: ____________________________________________
d. ___ (years) experience as a commercial vehicle inspector for a State, Provincial,
or Federal Government.
Where and Dates: ____________________________________________________
I certify the above information is true and accurate to the best of my knowledge.
Employee ______________________________________ ________________
Signature of Mechanic/Inspector Date
Motor Carrier/Company ____________________________________ ________________
Signature of Employer/Supervisor Date
Evidence of Inspector Qualification is on file at:
_________________________________________________________________________
BRAKE INSPECTOR QUALIFICATIONS
Certification — 49 CPR §396.25
“Brake Inspector” means any employee of a motor carrier who is responsible for ensuring all
brake inspections, maintenance, service, or repairs to any commercial motor vehicle, subject to
the motor carrier’s control, meet the applicable Federal standards.
No motor carrier shall require or permit any employee who does not meet minimum brake
inspector qualifications to be responsible for the inspection, maintenance, service or repairs of
any brakes on its commercial motor vehicles.
Minimum Qualifications
• Understands and can perform brake service and inspection
• Is knowledgeable of and has mastered the methods, procedures, tools and equipment
necessary to perform brake service and inspection
• Is capable of performing brake service or inspection by reason of experience, training, or
both, and qualifies in one of the following categories (check all that apply):
I. ___Has successfully completed an apprenticeship program sponsored or approved
by a State, Canadian Province, a Federal agency or labor union, or has a certificate
from a State or Canadian Province which qualifies the person to perform brake
service or inspections.
Specify: ________________________________________________________________
II. ___ Has brake-related training or experience or a combination thereof totaling at
least one year as follows (check all that apply):
a. ___Participation in a brake maintenance or inspection training program
sponsored by a brake or vehicle manufacturer or similar commercial training
program.
Where and Date:_______________________________________________
b. ___ (years) experience performing brake maintenance or inspection in a motor
carrier maintenance program.
Name and Date:_______________________________________________
c. ___ (years) experience performing brake maintenance or inspection at a
commercial garage, fleet leasing company, or similar facility.
Name of Facility and Dates:______________________________________
I certify the above information is true and accurate to the best of my knowledge.
Employee ______________________________________ ________________
Signature of Mechanic/Inspector Date
Motor Carrier/Company ____________________________________ ________________
Signature of Employer/Supervisor Date
Evidence of Inspector Qualification is on file at:
_________________________________________________________________________
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Form Information

Fact Name Description
Inspection Frequency The DOT Vehicle Inspection form is required to be completed annually for commercial vehicles to ensure they meet safety standards.
Regulatory Compliance This form certifies compliance with 49 CFR §396.17, which outlines the requirements for annual inspections of commercial vehicles.
Inspector Qualifications Inspectors must meet specific qualifications, including understanding inspection criteria and having relevant experience or training, as outlined in 49 CFR §396.19.
Record Keeping Inspection reports must be kept on file for a minimum of fourteen months from the date of completion, ensuring accountability and traceability.
Documentation Requirement Information from the inspection must be readily available on board the vehicle, either as a copy of the report or as a compliant decal, per 49 CFR §396.17(c)(2).

Detailed Guide for Filling Out Dot Vehicle Inspection

Filling out the DOT Vehicle Inspection form is an important step in ensuring the safety and compliance of commercial vehicles. This form captures essential information about the vehicle and the inspection process, helping to maintain regulatory standards. Follow these steps to complete the form accurately.

  1. Enter the name and address of the inspecting company or agency at the top of the form.
  2. Fill in the registered owner's name and the date of the inspection.
  3. Provide the time of the inspection.
  4. List the street address, city, state, and zip code of the inspecting company.
  5. Print or type the certified inspector's name in the designated space.
  6. If the motor carrier operating the vehicle is different from the registered owner, include that information as well.
  7. Write down the vehicle's license plate number and state.
  8. Fill in the Vehicle Identification Number (VIN).
  9. Specify the vehicle make, model, and model year.
  10. For each vehicle component inspected, mark whether it is OK, needs repair, or does not apply. Use 'x' for OK, 'o' for needs repair, and 'NA' for does not apply.
  11. Record the repair dates next to the components that need repair.
  12. List any other conditions that may affect safe vehicle operation in the designated area.
  13. Certify the completion of the inspection by signing in the certified inspector's signature area and including the date.
  14. Ensure that the inspector qualifications section is filled out, including checking the appropriate boxes for qualifications and signing where indicated.
  15. Finally, confirm that evidence of inspector qualifications is on file as required.

Obtain Answers on Dot Vehicle Inspection

  1. What is the purpose of the DOT Vehicle Inspection form?

    The DOT Vehicle Inspection form serves as a comprehensive report that documents the condition of a commercial vehicle. It ensures that the vehicle complies with safety regulations set forth by the Department of Transportation (DOT) and the Federal Motor Carrier Safety Administration (FMCSA). The inspection covers various vehicle components, such as the brake system, steering, lighting devices, and tires, among others. By completing this form, technicians certify that the vehicle has been thoroughly inspected and meets all necessary safety standards.

  2. Who is qualified to perform the inspections documented on this form?

    Inspectors must meet specific qualifications outlined in 49 CFR §396.19. They need to understand the inspection criteria and be knowledgeable about the methods and tools used during the inspection process. Acceptable qualifications include completing a state or federal training program, having at least one year of relevant experience, or possessing a combination of training and experience. This ensures that the inspections are conducted accurately and reliably.

  3. What should be done if a vehicle component needs repair?

    If any component of the vehicle is marked as needing repair during the inspection, it is crucial to address these issues promptly. The inspection form provides space to note the repair date, and it is the responsibility of the vehicle owner or operator to ensure that repairs are made. Keeping the vehicle in safe operating condition is essential for the safety of the driver and others on the road.

  4. How long must the inspection report be kept on file?

    The inspection report must be retained for a minimum of fourteen months from the date of completion. This requirement ensures that there is a record of the vehicle's condition and compliance with safety standards. The report should either be kept on board the vehicle or stored in a way that is easily accessible for inspection by authorities.

  5. What happens if the inspection report is not completed accurately?

    Failure to complete the inspection report accurately can lead to serious consequences. This includes potential fines for the motor carrier and could result in the vehicle being deemed unfit for operation. Additionally, inaccuracies can jeopardize safety, putting drivers and the public at risk. Therefore, it is vital that inspectors take their responsibilities seriously and ensure that all sections of the form are filled out completely and truthfully.

Common mistakes

Completing the DOT Vehicle Inspection form accurately is crucial for compliance and safety. However, individuals often make several common mistakes that can lead to complications. Understanding these errors can help ensure that the inspection process is effective and meets regulatory standards.

One frequent mistake is failing to provide complete information in the designated fields. Inspectors must fill in all required sections, including the name and address of the inspecting company, the registered owner's name, and the date of inspection. Omitting any of this information can render the report incomplete and potentially invalid.

Another common issue arises when inspectors do not mark the inspection results correctly. The form requires specific symbols: an "x" for items that are okay, an "o" for those needing repair, and "NA" for items that do not apply. Misusing these symbols can lead to confusion regarding the vehicle's condition, which may affect maintenance decisions.

Additionally, individuals often neglect to record repair dates for items marked as needing repair. This omission can create difficulties in tracking the vehicle's maintenance history. Accurate documentation is essential for compliance and future inspections.

Some inspectors fail to sign the form, which is a critical step in certifying that the inspection has been completed accurately. Without a signature, the report lacks authenticity and may not be accepted by regulatory authorities.

Another mistake involves not ensuring that the technician's qualifications are properly documented. The form includes sections for certifying the inspector's qualifications, and neglecting to fill these out can lead to questions about the legitimacy of the inspection.

Inaccuracies in vehicle identification can also occur. Inspectors must ensure that the Vehicle Identification Number (VIN) and license plate number are entered correctly. Errors in these details can complicate the registration and compliance processes.

Furthermore, some individuals may overlook the need to include any additional conditions affecting safe vehicle operation. This section is vital for highlighting potential issues that may not be covered in the standard inspection items.

Lastly, failing to keep a copy of the inspection report on board the vehicle is a significant oversight. The report must be readily available, either as a copy or a compliant decal, to meet federal regulations. Not adhering to this requirement can lead to penalties during roadside inspections.

By being aware of these common mistakes, individuals can improve the accuracy and reliability of the DOT Vehicle Inspection form. Proper completion not only ensures compliance but also enhances the safety of commercial vehicles on the road.

Documents used along the form

The DOT Vehicle Inspection form is a critical document used to ensure the safety and compliance of commercial vehicles. However, several other forms and documents are often utilized alongside it to maintain thorough records and adhere to regulatory requirements. Below is a list of these documents, each serving a specific purpose in the vehicle inspection and maintenance process.

  • Vehicle Maintenance Log: This document tracks all maintenance and repairs performed on a vehicle. It includes dates, descriptions of work done, and the names of the technicians involved.
  • Driver Vehicle Inspection Report (DVIR): Required by the Federal Motor Carrier Safety Administration (FMCSA), this report allows drivers to document any vehicle defects or issues discovered during pre-trip inspections.
  • Annual Inspection Certificate: This certificate verifies that a vehicle has passed its annual inspection. It must be displayed on the vehicle and is essential for compliance with federal regulations.
  • Brake Inspection Report: This specialized report details the findings from a brake inspection, including any repairs needed or performed. It ensures that the braking system meets safety standards.
  • Maintenance Service Agreement: This agreement outlines the terms between a vehicle owner and a service provider for regular maintenance. It often includes scheduled service dates and costs.
  • Pre-Trip Inspection Checklist: A checklist used by drivers to ensure that all critical components of the vehicle are functioning properly before starting a trip. It covers areas such as lights, brakes, and tires.
  • Repair Order: This document details the specific repairs needed on a vehicle, including parts, labor costs, and estimated completion time. It is used by mechanics to track work performed.
  • Fuel System Inspection Report: This report focuses on the condition and functionality of the fuel system, ensuring that there are no leaks or other issues that could affect vehicle performance.
  • Inspection Sticker: A sticker placed on the vehicle to indicate that it has passed inspection. It includes the inspection date and is a visual confirmation of compliance.
  • Compliance Review Document: This document summarizes the results of a compliance review conducted by regulatory agencies. It assesses adherence to safety regulations and identifies any areas for improvement.

These forms and documents work together to create a comprehensive safety and maintenance program for commercial vehicles. Keeping accurate records and adhering to regulatory requirements not only ensures compliance but also promotes the safety of drivers and the public.

Similar forms

The following documents share similarities with the DOT Vehicle Inspection form. Each serves a specific purpose in ensuring vehicle safety and compliance with regulations.

  • Annual Safety Inspection Report: This document outlines the results of a comprehensive safety inspection conducted on a vehicle. Like the DOT form, it includes details about the inspecting technician and the specific components checked for compliance.
  • Pre-Trip Inspection Checklist: Used by drivers before operating a vehicle, this checklist ensures that all essential systems are functioning correctly. It mirrors the DOT form in its focus on critical vehicle components and safety checks.
  • Maintenance Log: This record tracks all maintenance and repairs performed on a vehicle. Similar to the DOT form, it documents the condition of various components and any necessary repairs, ensuring ongoing compliance with safety standards.
  • Accident Report Form: In the event of a vehicle accident, this form captures details about the incident, including vehicle condition. Like the DOT form, it emphasizes the importance of vehicle safety and compliance with regulations.
  • Brake Inspection Report: This specialized document focuses on the inspection of brake systems. It parallels the DOT Vehicle Inspection form by detailing the qualifications of the inspector and the components assessed during the brake inspection process.

Dos and Don'ts

When filling out the DOT Vehicle Inspection form, keep the following tips in mind:

  • Do: Ensure all required fields are filled out completely, including names, dates, and vehicle details.
  • Do: Use clear and legible handwriting or type the information to avoid any confusion.
  • Do: Double-check the inspection criteria and mark each component accurately as OK, Needs Repair, or Not Applicable.
  • Do: Keep a copy of the completed inspection report on board the vehicle as required.
  • Do: Certify the report with your signature and date to confirm the inspection was performed correctly.
  • Don't: Leave any required sections blank; incomplete forms may lead to penalties.
  • Don't: Use abbreviations or unclear markings that could misinterpret the inspection results.
  • Don't: Forget to include the repair dates for any items marked as needing repair.
  • Don't: Submit the form without ensuring all information is accurate and true to the best of your knowledge.
  • Don't: Ignore the requirement to keep the inspection report for at least fourteen months.

Misconceptions

Misconceptions about the DOT Vehicle Inspection form can lead to confusion and potential compliance issues. Here are six common misunderstandings:

  • The inspection is optional. Many believe that the DOT Vehicle Inspection is not mandatory. In reality, it is required annually to ensure vehicle safety and compliance with federal regulations.
  • Any mechanic can perform the inspection. Not all mechanics are qualified to conduct these inspections. Inspectors must meet specific qualifications set by the DOT to ensure they understand the inspection criteria and can identify defects.
  • The inspection report is only for the owner. Some think the inspection report is solely for the vehicle owner. However, it must be kept on board the vehicle and is essential for law enforcement and regulatory compliance.
  • All repairs must be completed before the inspection. It is a misconception that vehicles must be fully repaired before inspection. The form allows inspectors to note items that need repair, which can be addressed after the inspection.
  • The inspection is valid indefinitely. Many assume that once an inspection is completed, it remains valid forever. In fact, the inspection report must be kept for a minimum of fourteen months and must be renewed annually.
  • Only the exterior of the vehicle is inspected. Some people believe that the inspection focuses only on the vehicle's exterior. The inspection covers various systems, including brakes, lighting, and tires, ensuring the entire vehicle is safe for operation.

Understanding these misconceptions can help ensure compliance and enhance vehicle safety. Regular inspections are not just a legal requirement; they are a crucial part of maintaining safe operations on the road.

Key takeaways

Here are some key takeaways for filling out and using the DOT Vehicle Inspection form:

  • The form must be completed annually for each commercial vehicle.
  • Include the name and address of the inspecting company or agency at the top of the form.
  • Clearly list the registered owner's name and the date of the inspection.
  • Ensure the technician's name is printed or typed, along with their signature.
  • Mark each vehicle component as "OK," "Needs Repair," or "Does Not Apply." Use "x" for OK, "o" for needs repair, and "NA" for not applicable.
  • Document repair dates for any items marked as needing repair.
  • This inspection report must be kept on board the vehicle for compliance.
  • Retain the report for a minimum of fourteen months from the completion date.
  • Ensure the inspector meets the qualifications outlined in 49 CFR §396.19.
  • Certification from the inspector should confirm the accuracy of the inspection process.

Following these steps will help ensure compliance and safety for all commercial vehicles.