Company vehicle and fleet inspections are essential for preventing breakdowns, reducing accidents, and maintaining regulatory compliance. For commercial motor vehicles (CMVs), the Federal Motor Carrier Safety Administration (FMCSA) under 49 CFR Parts 392 and 396 requires pre-trip inspections, post-trip Driver Vehicle Inspection Reports (DVIRs), and annual periodic inspections by qualified inspectors. Even for non-DOT company vehicles, OSHA’s General Duty Clause obligates employers to provide safe equipment. Vehicle-related defects including brake failures, tire blowouts, and lighting malfunctions remain among the most frequently cited violations during roadside inspections. This guide covers all inspection requirements with a free downloadable checklist.
Free Company Vehicle & Fleet Inspection Checklist
Download our Word document checklist covering exterior walkaround, engine compartment, cab and controls, and safety equipment inspections.
Download Checklist (.docx)Regulatory Framework
FMCSA — 49 CFR Parts 392 & 396
- 392.7: A driver may not operate a commercial motor vehicle unless satisfied that all parts and accessories are in good working order. Covers service brakes, parking brake, steering, lights, tires, horn, wipers, mirrors, coupling devices, wheels, and emergency equipment.
- 396.11: Drivers must prepare a written Driver Vehicle Inspection Report (DVIR) at the completion of each day’s work on each vehicle operated, documenting the condition of all required components.
- 396.13: Before driving, a driver must review the last DVIR and sign acknowledgment that reported defects were repaired or that repair was unnecessary.
- 396.17: Every CMV must undergo a periodic inspection at least once every 12 months by a qualified inspector per 396.19. All components in Appendix G must pass inspection.
OSHA & General Duty Clause
- General Duty Clause (Section 5(a)(1)): Employers must furnish employment free from recognized hazards, which includes providing properly maintained vehicles for employees required to drive as part of their duties.
- 1926.601: Motor vehicles used at off-highway job sites must have functioning service brakes, emergency brakes, parking brakes, headlights, taillights, brake lights, and audible warning devices.
- 1910.22 (Walking-Working Surfaces): Applicable to vehicle maintenance areas — work surfaces must be kept clean, orderly, and in a sanitary condition.
Out-of-service consequences: A single out-of-service violation during a roadside inspection averages over $4,000 in penalties. Under the FMCSA’s CSA scoring system, driver-observed defects that should have been caught during a pre-trip walkaround now directly impact a separate compliance category in the carrier’s safety rating.
Part 1: Exterior Walkaround
| Inspection Item | What to Check |
|---|---|
| Tires and wheels | Check all tires for adequate tread depth (minimum 4/32” steer axle, 2/32” drive/trailer per 49 CFR 393.75). No cuts, bulges, exposed cord, or sidewall damage. Proper inflation. Lug nuts present and tight, no cracks in rims. Wheel seals not leaking. Spare tire (if equipped) secured and inflated. |
| Lights and reflectors | All headlights, taillights, brake lights, and turn signals operational per 393.9. Clearance lights and marker lights functional. Reflectors and retroreflective sheeting clean and intact. License plate light operational. Hazard flashers functional. No cracked, broken, or missing lenses. |
| Brakes — visual | Brake lines and hoses free from leaks, cracks, or chafing. Brake chamber push rod travel within adjustment limits. Brake drums/rotors free from cracks or excessive wear. Brake pads/shoes have adequate lining thickness. Air system (if equipped): listen for leaks, check slack adjusters. |
| Body and frame | No body damage affecting safe operation. Frame and cross members free from cracks or sagging. Bumpers secure. Mud flaps present and intact. Mirrors properly adjusted and not cracked or loose. Exhaust system intact with no leaks near cab or fuel system. |
| Fluid leaks | No active leaks under vehicle (oil, coolant, transmission fluid, brake fluid, power steering fluid, fuel). No fluid stains indicating chronic leaks. Fuel tank cap secure, no fuel odor. Hydraulic lines (if equipped) intact with no leaks or damage. |
Part 2: Engine Compartment
| Inspection Item | What to Check |
|---|---|
| Engine oil | Oil level within acceptable range on dipstick. Oil not excessively dark or gritty. No oil leaks around valve cover gaskets, oil pan, or filter. Oil change performed within scheduled interval (documented on maintenance sticker or fleet records). |
| Coolant system | Coolant level at proper mark in overflow reservoir (check when cold). No visible leaks at hoses, connections, radiator, or water pump. Hoses firm with no bulging, cracking, or soft spots. Radiator cap secure. Belt tension adequate with no glazing or fraying. |
| Belts and hoses | Drive belts properly tensioned with no cracks, glazing, or excessive wear. All hoses firm and secure with clamps tight. No visible coolant, oil, or fluid seepage at connections. Serpentine belt (if equipped) tracking properly. |
| Battery | Battery securely mounted. Terminals clean and free from corrosion. Cable connections tight. No cracks or bulging in battery case. Electrolyte level adequate (for non-sealed batteries). Battery hold-down bracket in place. |
| Fluid levels | Brake fluid at proper level. Power steering fluid at proper level. Transmission fluid at proper level and color (not burnt). Windshield washer fluid adequate. DEF fluid (diesel exhaust fluid) at adequate level if equipped. |
Part 3: Cab & Controls
| Inspection Item | What to Check |
|---|---|
| Steering | Steering wheel free play within limits (no more than 2” for power steering per 393.209). No unusual noise or resistance when turning. Power steering functioning properly. Steering column secure with no excessive play. |
| Brakes — functional | Service brake pedal firm with adequate travel — no spongy feel or sinking to floor. Parking brake holds vehicle on grade. Air brake system (if equipped): air pressure builds to governor cut-out, low-air warning activates at correct pressure, air loss rate within limits. |
| Instruments and gauges | All warning lights and gauges functional at key-on. Oil pressure, temperature, voltage/charging, and fuel gauges reading normal. No active warning indicators (check engine, ABS, airbag, tire pressure). Odometer/hour meter functioning and recorded. |
| Windshield and wipers | Windshield free from cracks, chips, or damage in driver’s line of sight per 393.60. Wipers operational with adequate blade condition — no streaking or skipping. Washer fluid sprays properly. Defroster functional. Rear window (if applicable) clear and intact. |
| Seat belts and seats | Driver and all passenger seat belts present and functional per 392.16. Belts retract and latch properly. No fraying, cuts, or damage to webbing. Driver seat adjustment mechanism works. Headrests present and properly positioned. |
| Horn and signals | Horn audible and functional per 393.81. Turn signal controls operate correctly. Hazard warning flashers activate all signals. Backup alarm (if equipped) functional. All audible warning devices operational. |
Part 4: Safety Equipment & Documentation
| Inspection Item | What to Check |
|---|---|
| Fire extinguisher | Fire extinguisher present, properly mounted, and accessible. Rated at minimum 5 B:C (or 10 B:C for HazMat vehicles) per 393.95. Pressure gauge in green/charged range. Safety pin and seal intact. Annual inspection tag current. No visible damage or corrosion. |
| Emergency warning devices | Three emergency warning triangles (or equivalent) present and in good condition per 393.95. Reflective vest available. First aid kit stocked (where required by company policy or state law). Emergency contact information accessible. |
| Registration and insurance | Current vehicle registration in vehicle. Proof of insurance accessible. Annual DOT inspection sticker current and displayed (for CMVs per 396.17). Medical certificate (if CDL required) current and on file. IRP/IFTA credentials (if applicable) current. |
| Cargo securement (if applicable) | Cargo properly loaded and secured per 393 Subpart I. Tie-downs, straps, chains, and binders in good condition. Load does not exceed GVWR. Load balanced and not shifting. Tarps in place if required. Oversize/overweight permits displayed if applicable. |
DVIR retention requirements: Motor carriers must retain DVIRs, the certification of repairs, and the certification of the driver’s review for 3 months from the date of the original report per 49 CFR 396.11. Annual periodic inspection reports must be retained for 14 months per 49 CFR 396.21. Evidence of the most recent annual inspection (sticker, report, or decal) must be kept on the vehicle at all times.
Download the Free Checklist
Get our company vehicle and fleet inspection checklist in Word format. Covers exterior, engine, cab, and safety equipment inspections.
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