DOT Vehicle Inspection Checklist Template

DOT checklist vehicle inspections cover different types, levels or categories of inspections and at its core should align to the federal requirements stated at 49 CFR Part 396 Inspection, Repair and Maintenance.

Inspection Items

In summary, the following are what’s required according to the code:

• Parts and accessories of the motor vehicle shall be safe and in optimal state.
• Safety features of the vehicle shall be inspected at least every 90 days.
• Required records should be kept, retained, housed or maintained for a period of 1 year and for 6 months
• Vehicles should be properly lubricated and free of leaks.
• Do not operate vehicles when its condition is unsafe.

Corrective Actions

According to federal regulations for DOT vehicle inspections, drivers are not allowed to operate a vehicle if there’s any known defects that would compromise their safety. It is very critical that defects are inspected thoroughly.

Drivers are required to sign the vehicle inspection report to acknowledge any defect identified and are in fact corrected or repaired as needed.

Out‑of‑Service (OOS)

The North American Standard Out-of-Service Criteria identifies critical vehicle inspection items and details the criteria that can prohibit your vehicles for a specified period of time or until the condition is corrected.

OOS orders, though not necessarily part of a pre-trip or post-trip truck vehicle inspection checklist, can be avoided with regular inspections, which is what DOT vehicle inspections should aim for. If your truck is stopped for a roadside inspection and defects are identified, the vehicle can be placed out of service, which disrupts business operations and, depending on the violation, can even permanently put your vehicle OOS.

In 2024, CVSA ranks violations that can be avoided or detected with regular inspection such as:

• Brake system condition - This accounts for defective service brakes and other brake violations.
• Tires - Worn-out tires, insufficient tread depth, cuts, bulges, or other damage on tires, as well as improper inflation, are major causes of tire-related violations.
• Lights - Broken lights are the cause of 30% of roadside inspection violations.
• Cargo securement - Makes up about 8% of vehicle violations. It's important to follow FMCSA requirements for cargo securement, i.e., proper use of tiedowns, cargo placement and restraint, or minimum working load limit for cargo securement devices and systems.

It’s critical to remember that these violations can be corrected. Some are considered during inspection as overlooked and may only cause temporary out-of-service orders, which will be lifted once corrected. However, what’s more concerning is a permanent violation, which occurs when you operate the vehicle even after it has been ordered out of service.

A new Commercial Vehicle Safety Alliance (CVSA) Standard Out-of-Service (OOS) Criteria was released in April 2025. The OOS criteria determine the critical violations and serve as the reference for qualified inspectors inspecting your vehicles.