Fleet Vehicle Condition Checklist

Daily pre-trip inspection a CDL driver completes before dispatch — covers documentation, cab, exterior walk-around, tires, fifth wheel coupling, lights, air brakes, and DVIR sign-off per FMCSR Part 396.

8 sections 25 steps Collects data
1

Pre-Trip Documentation

  1. Verify CDL and medical card in cab
  2. Confirm registration, IRP cab card, and insurance
  3. Review ELD HOS clock and prior-day exceptions

    • Open the ELD (Motive, Samsara, Garmin, etc.) and confirm available driving hours under the 11/14/60-70 limits. Review any unassigned drive time or HOS exceptions from the prior day; annotate or correct before logging on-duty so the dispatcher's review queue stays clean.

2

Cab and In-Cab Checks

  1. Test gauges, warning lamps, and dash indicators

    • Key on; verify oil pressure, voltage, coolant temp, fuel, and DEF gauges read normal once started. Confirm no MIL, DPF, or aftertreatment warning lights remain illuminated after self-test.

  2. Test horn, wipers, washers, and defroster
  3. Confirm accident packet and post-accident test card

    • Glove-box accident packet should include witness cards, camera-disposable or phone-photo guide, claim phone numbers, and the post-accident drug/alcohol testing instruction card per Part 382.303. Replace anything missing before leaving the yard.

3

Tractor Exterior and Under-Hood

  1. Inspect body panels, mirrors, and windshield

    • Walk the cab perimeter looking for new body damage and loose grab handles or steps. Windshield cracks longer than 1/4 inch in the wiper sweep, or any crack intersecting another, are CVSA out-of-service per 49 CFR 393.60.

  2. Check engine oil, coolant, and DEF levels

    • Pull the dipstick on level ground; top off if below the add mark. Verify coolant in the surge tank and DEF tank above 1/4 — running DEF dry triggers a 5 mph derate that will strand the unit on the shoulder.

  3. Assess hoses, belts, and battery terminals

    • Squeeze coolant hoses for soft spots; check serpentine belt for glazing, cracking, or missing ribs. Battery terminals should be free of corrosion and tight — a loose ground is a common no-start at the customer's dock.

4

Tires and Wheels

  1. Measure steer tire tread depth

    • Steer tires must measure at least 4/32 inch in any major tread groove (49 CFR 393.75). Record the lowest reading; anything at 5/32 or below should be flagged for replacement scheduling at the next PM.

    Collects number
  2. Measure drive and trailer tread depth

    • Drive and trailer tires require at least 2/32 inch. Look for irregular wear patterns — cupping points to shock issues, feathering points to alignment, river wear points to under-inflation.

  3. Inspect rims, lug nuts, and valve stems

    • Look for rust streaks behind lug nuts (a tell-tale of looseness), cracked or bent rims, and missing or damaged valve stems and caps. Any missing lug nut puts the unit OOS.

5

Fifth Wheel and Trailer Coupling

  1. Verify kingpin locked in fifth wheel jaw

    • Get under and look — jaws fully closed around the kingpin shank, locking lever seated, no daylight gap between trailer apron and fifth wheel plate. Tug-test in low gear against trailer brakes to confirm.

  2. Inspect gladhands, air lines, and pigtail

    • Both red (emergency) and blue (service) gladhands seated and locked, seals intact. Air lines free of cuts, abrasion, or rubbing on the catwalk. Pigtail electrical connector clean and locked into the trailer receptacle.

  3. Check landing gear and trailer suspension

    • Landing gear fully cranked up, handle stowed and pinned. Walk the trailer suspension for broken leaves, loose U-bolts, leaking shocks, or sagging air bags.

6

Lights and Electrical

  1. Test headlights, marker, and clearance lights
  2. Test brake lights, turn signals, and tail lights

    • Use a helper or back the rig against a wall to confirm. Tractor and trailer must both display brake light response simultaneously — a delayed trailer indicates a wiring or relay issue.

  3. Inspect wiring harness and trailer ABS lamp

    • Trailer ABS warning lamp on the curb side should illuminate at key-on and extinguish once rolling. Lamp staying lit = ABS fault and trailer must go to the shop before next dispatch.

7

Brakes and Air System

  1. Test low-air warning activation

    • With engine off and brakes released, fan the service brake to bleed air. Low-air warning (buzzer + lamp) must activate before pressure drops to 55 psi — typically around 60 psi. Failure here is an immediate OOS.

    Collects list
  2. Test spring brake pop-out at 20-45 psi

    • Continue fanning brakes; tractor protection valve and spring brakes should pop out (apply automatically) somewhere between 20 and 45 psi. If they don't pop, the trailer can roll free during a real air loss.

  3. Check slack adjuster stroke within limits

    • With air pressure at 90-100 psi and brakes applied, measure pushrod travel. Type 30 chambers (most common): 2 inches max stroke. Any chamber over the readjustment limit is OOS under CVSA criteria.

8

DVIR and Departure

  1. Record inspection result and any defects

    • Per Part 396.11 and 396.13, the DVIR must honestly reflect what you found. Resist the copy-paste 'no defects' habit — a tractor with a known air leak signed off as defect-free destroys both the FMCSA defense and the insurance defense after an incident.

    Collects list Collects paragraph Collects file
  2. Open work order for minor defect

    • Log the defect in Fleetio, Whip Around, or your shop ticket system so the next PM cycle picks it up. Include the unit number, defect, and DVIR ID so the mechanic can trace it back.

  3. Tag tractor OOS and notify shop manager

    • Hang the OOS tag on the steering wheel, pull the keys, and call the shop manager directly — text alone is not enough. Dispatch needs to recover the load with a different unit; do not depart on a major defect even if the customer is screaming.

  4. Sign DVIR and confirm dispatch

    • Driver signature on the DVIR closes the inspection record (retained 3 months per Part 396.11). Switch ELD status to on-duty driving once dispatch confirms the load and BOL.

    Collects signature

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Category Transportation
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