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Vehicle inspection checklist

A vehicle inspection checklist is the form a driver, mechanic or fleet lead uses to go over a truck, tractor or trailer part by part and write down what is wrong before the vehicle moves. This one has 53 checks in ten groups: cab and controls, lights and reflectors, tires and wheels, brakes, coupling devices and trailer, frame, suspension, steering, fuel and exhaust, fluids, emergency equipment, cargo securement, and paperwork. Each check is graded OK, Defect, Do not drive or N/A, and the stop conditions are taken from 49 CFR Part 396 Appendix A and Parts 392 and 393. A defect log records the owner, the due date and the repair certification. It is a working aid, not legal advice, and using it does not make a vehicle DOT compliant. Those parts of the regulations apply to commercial motor vehicles as defined in 49 CFR 390.5, and the rules differ for smaller, off-road and on-site vehicles, so check which apply to yours.

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Page 2 of the vehicle inspection checklistA table of checks in groups for cab and controls, lights and reflectors, and tires and wheels, each with the rule it comes from and OK, Defect, Do not drive and N/A circles.
53 checks in ten groupsStop conditions with rule citationsGrades: OK, Defect, Do not drive, N/ADefect log with owner and dateSummary by groupRule scope noteWorked example
Filled-in Vehicle inspection checklist: a tractor and trailer, two stops, three defects
The same sheet filled in with the worked example (page 8 of the PDF, illustrative numbers). Open full size (opens the picture in a new tab)

When to use it

When to use a vehicle inspection checklist

  • For the fleet lead's or mechanic's inspection of a truck, tractor or trailer, as a record of what was looked at and what was found.
  • Before putting a vehicle back in service after a repair, a long idle period or a change of driver.
  • To prepare for the annual (periodic) inspection, which has to cover the items in Appendix A to Part 396, and for a roadside inspection.
  • To train new drivers on what to look at, in what order, and when a fault means the vehicle stays put.
  • Not for the driver's daily walk-round on its own. The pre-trip inspection checklist is shorter and has the driver vehicle inspection report on its back page.

How to fill it in

  1. 1

    Fill in the header

    Vehicle number, make and year, plate, odometer, the date, your name and the trailer number if there is one. The rules ask for each vehicle to be identified, so write it the same way every time.
  2. 2

    Go through the groups in order

    Start in the cab, then lights, tires and wheels, brakes, couplings, and under the vehicle. Park on level ground with the engine off for the walk-round and build air pressure before you check the brakes.
  3. 3

    Grade each check

    OK means you looked and are satisfied. Defect means something is wrong that does not stop the vehicle moving safely. Do not drive means the fault is likely to affect safe operation or is on the Appendix A list. N/A means the part is not on this vehicle.
  4. 4

    Use the stop column

    The stop column says what the rules treat as a failure, with the section it comes from, so you do not have to argue the point at the vehicle. Where it says the maker's manual decides, follow the manual.
  5. 5

    Log every Defect and Do not drive

    Write what you saw, what will be done, who will do it and by when. A Do not drive item keeps the vehicle where it is until the repair is made and certified.
  6. 6

    Sign and file it

    Sign the sheet, give the defect page to whoever repairs the vehicle, and keep the sheet with the vehicle's file. The driver vehicle inspection report has its own retention period of three months.

What the rules ask for

The vehicle inspections the federal rules describe

The rules in 49 CFR Parts 392 and 396 describe three different inspections. This checklist covers the content of all three. Dates and periods are as the sections state them, checked in the eCFR on 2026-11-05.

  • Driver's pre-trip check

    Who and when
    The driver, before driving
    What the rule says
    The driver must be satisfied the vehicle is in safe operating condition, review the last report if it listed defects, and sign that repairs were certified.
    Section
    396.13; 392.7

  • Driver vehicle inspection report

    Who and when
    The driver, at the end of each day's work
    What the rule says
    A written report on each vehicle operated covering at least 11 listed parts. No report is needed if no defect was found. The carrier keeps it for three months.
    Section
    396.11

  • Periodic (annual) inspection

    Who and when
    A qualified inspector, at least once in the preceding 12 months
    What the rule says
    Each component in Appendix A has passed an inspection, and documentation (the report, or a sticker based on it) is on the vehicle. The report is kept 14 months.
    Section
    396.17; 396.21

What's on the checklist

The 53 checks on the vehicle inspection checklist

Ten groups: cab and controls, lights and reflectors, tires and wheels, brakes, coupling devices and trailer, frame, suspension, steering, fuel and exhaust, fluids and engine compartment, emergency equipment, cargo securement, and paperwork and records. On the sheet each check is graded OK, Defect, Do not drive or N/A, with the stop condition and the rule it comes from in the next column.

Cab and controls

What you see and feel from the driver's seat

  1. 1Steering wheel is secure and has no more free play than Appendix A allows for its diameter (engine running on power steering)
  2. 2Horn works
  3. 3Windshield wipers sweep the glass and the washer sprays
  4. 4Windshield has no cracks, discoloration or anything else that reduces vision in the swept area
  5. 5Both outside rear-vision mirrors are firmly attached, clean and show the road behind along each side
  6. 6Parking brake holds the vehicle when applied
  7. 7Driver's seat belt is fitted and worn; belts at other seats are fitted and work

Lights and reflectors

Walk round with the lights on

  1. 8Headlamps (low and high beam), tail lamps, stop lamps, turn signals and hazard flashers work on the vehicle and on every trailer
  2. 9Lamps and reflectors are clean and not covered by the load, a tailboard or added equipment
  3. 10Trailer 80 in or wider with a GVWR over 10,000 lb built on or after 1 December 1993: reflective sheeting or reflectors (conspicuity treatment) are in place
  4. 11Lenses are whole, not cracked or missing, and wiring and plugs are secure

Tires and wheels

Every tire, every wheel, including duals

  1. 12Tires on the steering axle have at least 4/32 in of tread in a major groove (measure away from tie bars and humps)
  2. 13All other tires have at least 2/32 in of tread in a major groove
  3. 14No tire shows body ply or belt material, has tread or sidewall separation, or has a cut that exposes ply or belt
  4. 15No tire is flat or leaking air (you can hear or feel it) or overloaded because of low pressure
  5. 16No tire rubs the frame, the body, a brake part or its dual mate
  6. 17Wheels and rims have no cracks or broken sections and no elongated bolt holes; lock rings are seated
  7. 18Wheel fasteners (nuts, studs) are all present, tight and not cracked or stripped

Brakes

Pressure up, then look and listen

  1. 19Service brakes work: the pedal is firm, the vehicle slows in a straight line and every axle that should brake does
  2. 20Air brakes: no audible air leak at the chambers, hoses, tubing or fittings with the system charged
  3. 21Brake hoses and tubing are not cut, chafed through the outer reinforcement, bulging, cracked, crimped or spliced over a piece of tubing
  4. 22Brake chamber pushrod stroke is within the readjustment limit for the chamber type; no automatic adjuster has been replaced by a manual one
  5. 23Brake parts are all there: no missing or broken shoes, springs, pushrods or chamber bolts; drums and rotors have no external cracks or missing pieces; linings are not soaked in oil or grease
  6. 24Low pressure (or low fluid) warning device works
  7. 25On vehicles with ABS: the malfunction lamp lights at power-up and goes out, and the trailer lamp works
  8. 26Trailer brake connections: air lines are coupled and not leaking, the tractor protection valve is present, and electrical lines are plugged in

Coupling devices and trailer

Where the units join and the trailer's own parts

  1. 27Fifth wheel: jaws are locked on the kingpin, the release handle is closed and locked, and no light shows between the upper and lower halves
  2. 28Fifth wheel mounting: fasteners are all there, there are no cracks in the plate or brackets, and slider locks and stops are in place
  3. 29Pintle hook or drawbar: latch is secure, mounting fasteners are all there, and there are no cracks or welded repairs
  4. 30Safety chains or cables are fitted, attached, not worn or repaired with wire, rope or tape, and cables are not kinked
  5. 31Rear impact guard (underride guard) on a trailer is present, firmly attached and not cracked or bent out of position
  6. 32Sliding axle or fifth wheel slider: locking pins are in and engaged

Frame, suspension, steering, fuel and exhaust

Under and along the vehicle

  1. 33Frame: no cracked, broken, loose or sagging members, and no missing fasteners on the engine, steering gear, suspension, body or fifth wheel
  2. 34Suspension: no broken or missing spring leaves, no broken coil spring, air springs are inflated, and U-bolts and hangers are in place
  3. 35Steering linkage: tie rods, drag link, pitman arm and ball joints are tight, nuts are present, and there are no cracks or welded repairs on the front axle or linkage
  4. 36Fuel system: no visible fuel leak, the filler cap is on, and the tank is firmly mounted
  5. 37Exhaust: no leak forward of or below the cab or sleeper, and no part touches wiring, fuel lines or anything that can burn

Fluids and engine compartment

Hood up, engine off

  1. 38Hydraulic brakes only: the master cylinder is at least 1/4 full and there is no leaking brake fluid
  2. 39No fuel, brake fluid or other fluid is dripping under the vehicle
  3. 40Engine oil, coolant, power steering fluid, washer fluid and any exhaust fluid are within the maker's marks
  4. 41Air compressor: drive belts are sound and the mounting bolts, pulley and brackets are tight and uncracked

Emergency equipment

In the cab and on the frame

  1. 42Fire extinguisher is in a bracket within reach, its gauge or indicator shows charged, its rating is marked, and the rating is high enough (5 B:C or two of 4 B:C; 10 B:C if you carry placarded hazardous materials)
  2. 43Warning devices for a stopped vehicle: three bidirectional reflective triangles, or at least six fusees (no fusees on some loads and fuels: see 393.95(g))
  3. 44Your own kit is complete: first aid kit, flashlight, reflective vest, wheel chocks and spare fuses as company policy requires

Cargo securement

Where Part 393 subpart I applies

  1. 45Cargo is properly distributed and secured, and the securement meets 393.100 through 393.136
  2. 46Tailgate, tailboard, doors, tarps, spare tire and other equipment used in operating the vehicle are secured
  3. 47The load does not block the view ahead or to the sides, limit arm or leg movement, block emergency equipment, or block the exit from the cab
  4. 48Tiedowns, chains, straps, binders, anchor points and dunnage have no cracks, cuts or damage that reduce their working load limit
  5. 49Enough tiedowns: the combined working load limit is at least half the cargo weight, and an article not blocked at the front has at least 1 tiedown if 5 ft or less and 1,100 lb or less, otherwise 2 up to 10 ft, plus 1 for each further 10 ft or part of 10 ft
  6. 50Plan the re-check: look at the cargo and its securement within the first 50 miles, then at each change of duty status, after 3 hours of driving or after 150 miles, whichever comes first

Paperwork and records

The vehicle's file and the last report

  1. 51Last driver vehicle inspection report: if it listed defects, read it, check repairs were certified, and sign it
  2. 52Periodic (annual) inspection record is on the vehicle and shows an inspection within the last 12 months
  3. 53The vehicle file is up to date: vehicle identification, inspection and maintenance due dates, and a dated record of repairs

A filled-in example

Illustrative, not a benchmark

An example (illustrative): a made-up plant fleet. The fleet lead inspects a day cab tractor and its box trailer on 5 November 2026.

  • The sheet has 53 checks. 44 are OK, 3 are Defect, 2 are Do not drive and 4 are N/A (a hydraulic master cylinder, a pintle hook, safety chains and a sliding axle that this unit does not have). Applicable checks: 53 - 4 = 49, and 44 ÷ 49 = 89.8% OK.
  • Do not drive, 1: the left front tire has 3/32 in of tread in the main groove, and a steering axle tire needs at least 4/32 in (393.75(b), Appendix A item 10a(1)). The tractor stays in the yard.
  • Do not drive, 2: the inspection sticker shows 30 September 2025, which is 13 months ago, and the carrier must not use a vehicle without an inspection in the preceding 12 months (396.17(c)). The annual inspection is booked for today.
  • Defect, 3: conspicuity tape peeled off the trailer's left rear corner (due 12 November), a ratchet strap with a cut edge (replaced from stock) and empty washer fluid (topped up). Two of the three are closed the same day and one is open.
  • The count is not a pass mark. One Do not drive item holds the vehicle whatever the percentage.

Two stops and one open defect on one sheet, found before the vehicle left the yard, with an owner and a date on each.

Common mistakes

  • Grading the sheet as a score

    A vehicle with 52 OK checks and one worn steering tire is not 98% fit. One Do not drive item holds the vehicle. Count the stops, not the percentage.

  • Skipping the checks that need pressure or tools

    Air leaks, pushrod stroke and the low pressure warning only show with the system charged. Build air before you check the brakes, and measure stroke with the engine off and the brakes fully applied.

  • Treating a cracked or worn part as 'watch it'

    Appendix A lists cracks in wheels, frame members, fifth wheel plates and steering parts as failures. If a part is on the list, it is a stop, not a note.

  • No owner or date on a defect

    A defect with no owner is still there at the next inspection. Name who fixes it and when, and have whoever repairs it certify it.

  • Assuming the rules apply, or do not apply

    Parts 392, 393 and 396 cover commercial motor vehicles as 390.5 defines them. Check whether each of your vehicles is one, and what state, OSHA or insurer rules apply to the rest.

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FAQ

Vehicle inspection checklist: common questions

  1. At least the parts 49 CFR 396.11(a)(1) lists for the driver's report: service brakes including trailer brake connections, parking brake, steering mechanism, lighting devices and reflectors, tires, horn, windshield wipers, rear vision mirrors, coupling devices, wheels and rims, and emergency equipment. This checklist adds the frame, suspension, fuel, exhaust, fluids, cargo securement and the paperwork.

  2. The driver checks it before driving (396.13) and reports defects at the end of each day's work (396.11). A periodic inspection covering the Appendix A items must also have been done at least once in the preceding 12 months, with documentation on the vehicle (396.17(c)).

  3. Under 396.9(c), authorized personnel mark a vehicle out of service when its mechanical condition or loading would likely cause an accident or a breakdown. No one may operate it, including towing it except by crane or hoist, until the repairs on the notice are done. The Do not drive grade on this sheet is your own stop decision, taken earlier.

  4. As the sections state them: the driver vehicle inspection report, the certification of repairs and the driver's review for three months (396.11(a)(4)); the periodic inspection report for 14 months, where the vehicle is housed or maintained (396.21(b)); and the inspection, repair and maintenance records for 1 year and 6 months after the vehicle leaves the carrier's control (396.3(c)).

  5. No. It is a working aid, not legal advice. The rules in Parts 392, 393 and 396 have more detail than a checklist can hold, apply to commercial motor vehicles as 390.5 defines them, and change. Read the current text, and check what applies to your vehicles and your state.

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