What is a Vehicle Inspection Report?
A vehicle inspection report is a documented record of a vehicle's mechanical and safety condition at the time of inspection. For commercial motor vehicles, it's most commonly known as a Driver Vehicle Inspection Report (DVIR) — a federally mandated form required under FMCSA §396.11 for commercial truck and fleet vehicle operators in the United States.
Drivers are required to complete a DVIR at the end of each day they operate a commercial motor vehicle. The report must cover the vehicle's key safety systems and identify any defects or deficiencies that could affect safe operation or result in a breakdown. If defects are found, the carrier must ensure they are repaired and certified before the vehicle returns to service.
For fleet managers and transport compliance officers, vehicle inspection reports are the primary tool for maintaining roadworthiness standards, demonstrating regulatory compliance during DOT audits, and managing the maintenance lifecycle of fleet assets.
What to Include in a Vehicle Inspection Report
A complete vehicle inspection report captures identifying details for the vehicle and driver, the outcome of each inspection point, and a record of any defects found and corrected. Here's what each report should include:
Vehicle and driver details:
Vehicle unit number or licence plate: The identifier used to track the vehicle in your fleet records
Carrier name: The company operating the vehicle
Date and time of inspection: When the inspection was completed
Driver name and signature: The driver completing the report and certifying its accuracy
Odometer reading: Current mileage at the time of inspection
Inspection items — pre-trip and post-trip:
Brakes: Service brakes, parking brake and brake connections
Lights and reflectors: Headlights, tail lights, brake lights, turn signals and clearance lights
Tires and wheels: Tread depth, inflation, condition and lug nuts
Steering mechanism: Steering wheel, column and linkage
Horn: Functioning audible warning device
Mirrors and windshield: Condition and visibility
Coupling devices: Fifth wheel, drawbar, safety chains (where applicable)
Emergency equipment: Fire extinguisher, warning triangles or flares, spare fuses
Cargo securement: Load properly secured and tarped where required
Engine and fluid levels: Oil, coolant and fuel checks on visual inspection
Defect and repair documentation:
Defect description: What was found, on which system and where on the vehicle
Corrective action taken: What repair was completed and by whom
Mechanic or carrier certification signature: Confirmation defects were repaired or not required to be repaired
Driver review signature: Confirmation the driver reviewed the repair outcome before the next trip
How to Use a Vehicle Inspection Report
To fill out a vehicle inspection report, start by completing the vehicle and driver identification fields before beginning the physical inspection. Never pre-fill condition fields before walking around the vehicle.
When completing each inspection:
Physically inspect each system listed on the form. Don't sign off on items you haven't checked.
If a system passes inspection, mark it as satisfactory.
If a defect is found, describe it clearly. Include the system, the location on the vehicle and what the issue is (e.g., "Left rear brake light not functioning").
If no defects are found, record that explicitly. Under FMCSA §396.11, a signed statement that the vehicle was inspected and found to be in satisfactory condition is required.
Sign and date the report once complete. The driver's signature certifies the accuracy of the report.
Submit the report to the carrier. The carrier must review it and certify any repairs before the next trip.
For post-trip inspections, report all defects noted during the day's driving, even minor ones.
For fleet managers receiving completed DVIRs, review each report on receipt, assign any required repairs promptly, and ensure the certifying mechanic signs off before the vehicle is dispatched again.
Example
Consider a long-haul freight driver preparing for a morning departure. Before pulling out of the depot, the driver completes the following:
Date: May 6, 2026
Driver: Marcus Webb
Unit: TRK-044
Carrier: Apex Logistics
Odometer: 142,380 km
Pre-trip inspection findings: Brakes satisfactory, all lights and reflectors satisfactory, tire pressure low on front right inflated to correct PSI before departure, steering satisfactory, horn functioning, mirrors clean and adjusted, emergency equipment present and secured.
Defect noted: Right front tire was underinflated. Corrective action: Inflated to manufacturer spec at depot. Driver signature: M. Webb.
The report is submitted to the fleet coordinator, who confirms the defect was corrected on-site and does not require a mechanic's sign-off for inflation adjustments. The report is filed with the week's DVIR pack and retained at the carrier's principal place of business. At the end of the driving day, Marcus completes a post-trip report noting no new defects.
