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Free truck maintenance log
Fill it in here and print it, or print it blank and keep it in the truck. One log per unit: date, odometer, what was done, who did it, what it cost, and when it's due next.
- Trucks and trailers
- Prints blank lines to write on
- Next-due column built in
Maintenance record
Year, make, model
VIN
Tire size
| Date | Odometer | Service done | Shop | Cost | Next due |
|---|
Keep for 1 year, and for 6 months after the vehicle leaves your control (49 CFR 396.3).
Kept in this browser only. Nothing you type is sent anywhere.
What DOT expects you to keep
Every motor carrier has to systematically inspect, repair and maintain the vehicles it controls, and keep records of it, under 49 CFR 396.3. For each vehicle you've had for 30 days or more, that means:
- Who the vehicle is: company unit number, make, serial number (VIN), year and tire size, and the owner if it isn't you.
- A schedule of inspections and maintenance, with what's due and when.
- A record of what was done: each inspection, repair and service, with the date and what it was.
This log covers the first and third, and the next-due column covers the second.
| Record | Rule | Keep it for |
|---|---|---|
| Inspection, repair and maintenance records | 396.3 | 1 year, and 6 months after the vehicle leaves your control |
| Annual (periodic) inspection report | 396.17 and 396.21 | 14 months |
| Driver vehicle inspection reports | 396.11 | 3 months |
The New Entrant Safety Audit in your first year looks at these records, so start the log the day the truck starts working, not the week before the audit. The new authority checklist covers the rest of what the audit checks.
What to write down every time
- The odometer. Most service intervals are in miles, and a record without the odometer can't prove the interval was kept.
- What was actually done, not just "PM". Oil and filters, grease, brakes adjusted, tires rotated.
- Who did it, and keep the shop's invoice with the log.
- When it's due next, by date or miles, whichever comes first.
Common questions
Do I need a separate log for the trailer?
Yes. Every vehicle you control, trucks and trailers, gets its own record. Pick Trailer as the type and fill in its unit number.
Is a paper log good enough?
Yes, as long as it's complete and kept where the vehicle is housed or maintained. The rules don't require software. They require the records.
Does a DVIR count as a maintenance record?
No, it's its own record. Drivers of property-carrying trucks write one when they find a defect; the carrier fixes or certifies it and keeps the report for 3 months.
Keep going
New authority checklist
Everything to set up in your first 90 days, and what the safety audit checks.
Read the guide → Free toolCost per mile calculator
Put maintenance into your cost per mile and see your break-even rate.
Open the tool → RIZE TMSSoftware for small fleets
Loads, drivers, trucks and paperwork, $39 a month for any fleet size.
See how it works →Every truck's history,
in one place.
30-day free trial. No credit card. $39/month flat, unlimited trucks.
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