What maintenance records must a carrier keep under 49 CFR 396.3?

Short answer

Carriers must keep records for each motor vehicle they control, including identification, inspection and maintenance operations, and test results. These records must be retained for 30 consecutive days and include specific information such as company number, make, serial number, and tire size.

The rule says

"Every motor carrier and intermodal equipment provider must systematically inspect, repair, and maintain, or cause to be systematically inspected, repaired, and maintained, all motor vehicles and intermodal equipment subject to its control." (49 CFR 396.3(a))

"These records must include: (1) An identification of the vehicle including company number, if so marked, make, serial number, year, and tire size." (49 CFR 396.3(b)(1))

"A record of inspection, repairs, and maintenance indicating their date and nature" (49 CFR 396.3(b)(3))

In plain English

Carriers need to keep detailed records of their vehicles' maintenance and inspections to ensure they are in safe and proper operating condition. This includes keeping track of the vehicle's identification, any inspections or repairs done, and the results of those inspections. These records are crucial in case of an audit or inspection, as they demonstrate the carrier's compliance with safety regulations. Failure to maintain accurate and complete records can result in fines and penalties.

What to do

• Maintain a record-keeping system that tracks vehicle identification, inspection, and maintenance operations.
• Ensure records include the required information, such as company number, make, serial number, and tire size.
• Retain records for the required period, which is 1 year and for 6 months after the motor vehicle leaves the motor carrier's control.
• Make records available for inspection upon demand by authorized Federal, State, or local officials.