What is a DVIR (Driver Vehicle Inspection Report)?

Wondering what a Driver Vehicle Inspection Report (DVIR) is and how it needs to be completed? 

Well, it’s actually pretty simple. But, as a truck driver, you have a million other things going on and so much paperwork to keep track of. It can be easy to forget to fill out a DVIR — especially if you’re not used to how your company does it.

Forgetting to fill out the DVIR can be problematic, as it alerts others to defects with your truck. If the defects aren’t documented, they can’t get fixed promptly. You could also face negative consequences if you fail to fill them out.

As a member of the safety and compliance team here at Anderson Trucking Service (ATS), I’m very familiar with the DVIR and how important it is. I’ll help you understand what it is, when you need to fill one out and how you fill it out. You’ll be left with no lingering questions about the DVIR.

What is a DVIR? 

A DVIR is a report you turn in if you catch something wrong with your truck — some sort of defect that needs to be repaired. You report it using the DVIR. It only needs to be filled out if certain items on your truck are failing or have a defect. 

Items include brakes, lights, tires, the steering mechanism, windshield wipers and horn (see more items below). However, it’s at each company’s discretion if they want to add more items to the list. For instance, a company may decide their drivers need to fill out a DVIR if there’s a defect with the windshield. 

The DVIR is enforced by the Department of Transportation (DOT) and the Federal Motor Carrier Safety Administration (FMCSA). It’s regulated by Federal Law 49 CFR 396.11 and 396.13.

Drivers used to have to fill DVIRs daily as a requirement set by the DOT,  but that changed several years ago; you’re federally not required to do one daily. Now they’re only required if you find a truck defect that needs to be repaired. However, some trucking companies may require you to do one daily as part of their company policy.

The DVIR is important because it helps enforce trucks getting fixed in a timely matter — especially before they’re passed on to another driver. This is relevant for team drivers, drivers who rent a truck that’s used by multiple drivers and drivers who don’t own their trailers. 

For instance, if you do a DVIR on a trailer and it goes to another driver, that new driver should be able to look at the DVIR to ensure any lingering defects have been fixed.

Here is the DVIR language taken directly out of the FMCSA handbook and provided online for the public: 

(a) Equipment provided by motor carrier.

(1) Report required. Every motor carrier shall require its drivers to report, and every driver shall prepare a report in writing at the completion of each day’s work on each vehicle operated, except for intermodal equipment tendered by an intermodal equipment provider. The report shall cover at least the following parts and accessories: 

(i) Service brakes including trailer brake connections; 

(ii) Parking brake; 

(iii) Steering mechanism; 

(iv) Lighting devices and reflectors; 

(v) Tires; 

(vi) Horn; 

(vii) Windshield wipers; 

(viii) Rear vision mirrors; 

(ix) Coupling devices; 

(x) Wheels and rims; 

(xi) Emergency equipment. 

(2) Report content.

(i) The report must identify the vehicle and list any defect or deficiency discovered by or reported to the driver which would affect the safety of operation of the vehicle or result in its mechanical breakdown. If a driver operates more than one vehicle during the day, a report must be prepared for each vehicle operated. Drivers are not required to prepare a report if no defect or deficiency is discovered by or reported to the driver. 

(ii) The driver must sign the report. On two-driver operations, only one driver needs to sign the driver vehicle inspection report, provided both drivers agree as to the defects or deficiencies identified. 

(3) Corrective action.

(i) Prior to requiring or permitting a driver to operate a vehicle, every motor carrier or its agent shall repair any defect or deficiency listed on the driver vehicle inspection report which would be likely to affect the safety of operation of the vehicle. 

(ii) Every motor carrier or its agent shall certify on the driver vehicle inspection report which lists any defect or deficiency that the defect or deficiency has been repaired or that repair is unnecessary before the vehicle is operated again. 

(4) Retention period for reports. Every motor carrier shall maintain the driver vehicle inspection report, the certification of repairs, and the certification of the driver's review for three months from the date the written report was prepared. 

(5) Exceptions. The rules in this section shall not apply to a private motor carrier of passengers (nonbusiness), a driveaway-towaway operation, or any motor carrier operating only one commercial motor vehicle.

DVIR Requirements — When Should I Fill One Out?

Because you’re not federally required to fill out a DVIR daily (unless your company requires it), you only need to fill one out when you spot an issue with a specific item or a defect is found by a DOT officer at a roadside inspection. 

You may spot a defect during your pre-trip or post-trip inspection, or you might find one while fueling up for the day. If you get a maintenance violation at a roadside inspection, you need to fill out a DVIR to document the defect. 

There’s a common misconception that you only have to do a DVIR during a pre-trip inspection. In reality, you need to fill one out whenever you find a defect. 

What’s the Process of Filling Out a DVIR? 

Filling out a DVIR is pretty easy. The confusing part is that every company does them differently. Some are electronic and some are paper copies. You could have to scan the paperwork and email it to your company or you might be able to fill out the DVIR on your tablet (or equivalent device). 

Either way, you’ll review a list and simply check the box on any items with defects. Then, provide notes about the defects. If your truck doesn’t have any defects but you have to fill out a DVIR daily, just check the box saying your truck has no defects and be on your way.

If you do find a defect, not only do you have to send in the DVIR, but you have to follow a process of getting the problem fixed. The shop has to acknowledge and fix the defect and note that they fixed it. Then the driver has to acknowledge it was fixed and retain the paperwork for three months.

For example, if you’re audited and your paperwork is reviewed, you need to have your DVIRs from the past three months documenting the defects (and subsequent repairs) on your truck. 

Get Your Truck Into the Shop

A DVIR is a report that truck drivers complete when they find defects or deficiencies in their vehicles. It covers various parts and accessories and helps ensure timely repairs for safety and compliance. While daily DVIRs are no longer federally required, drivers must submit one whenever they identify a defect. The process involves checking boxes and providing notes, and the report should be retained for three months. 

Overall, understanding and properly completing DVIRs are essential responsibilities for truck drivers, ensuring the safety and efficient operation of commercial motor vehicles on the roads.

Wondering what to do if you find a defect that will keep you off the road? Here’s what to do when you encounter a breakdown.