If you’re part of the fleet management industry, you’ve probably heard of DVIRs.
But how well do you know the ins and outs of this inspection report and how prepared are you?
In the next sections, we take a deep dive into the world of DVIRs or Driver Vehicle Inspection Reports. We explain what this term represents, who’s obliged to fill out such a report, who’s exempt from it, how to fill your DVIR out, and more.
Here’s everything you need to know.
What is DVIR and How it Works?
A Driver Vehicle Inspection Report (DVIR) is a critical component of vehicle safety and compliance in the commercial trucking industry.
Mandated by the Federal Motor Carrier Safety Administration (FMCSA) under the Federal Law 49 396.11 and 396.13 and enforced by the U.S. Department of Transportation (DOT), DVIRs are used by drivers to document the condition of their commercial motor vehicles before and after each shift.
This process helps ensure that any mechanical issues or safety hazards are promptly identified and addressed, preventing accidents and ensuring that vehicles are safe to operate on the road.
A DVIR is essentially a checklist that drivers use to inspect various components of their vehicles.
At the start of a shift, the driver conducts a pre-trip inspection, checking critical parts such as brakes, tires, lights, and steering mechanisms.
Any issues found are documented on the DVIR, which is then submitted to the fleet manager or maintenance team for immediate action.
The process is repeated at the end of the shift with a post-trip inspection to ensure that the vehicle remained safe throughout its use and to catch any new issues that may have arisen. This two-step inspection process helps maintain a high level of safety and operational readiness for commercial vehicles.
DVIRs are incredibly important as they can enhance road safety and ensure regulatory compliance.
By systematically identifying and addressing vehicle defects, DVIRs help prevent accidents caused by mechanical failures. This not only protects the driver and other road users but also reduces the risk of costly fines and penalties for non-compliance with FMCSA regulations.
Furthermore, regular inspections and timely repairs improve vehicle longevity and performance, reducing downtime and maintenance costs. DVIRs also promote driver accountability, as drivers are directly involved in maintaining their vehicles’ safety standards.
Who Has to Fill Out DVIRs?
Commercial drivers who operate vehicles under FMCSA regulations are required to fill out DVIRs.
This includes:
- Fleet drivers
- Owner-operators
- Bus drivers
Fleet drivers typically operate vehicles used in interstate commerce and weigh over 10,000 pounds.
Owner-operators, who own and operate their commercial vehicles, are also required to comply with DVIR regulations.
Last but not least, bus drivers, particularly those driving vehicles designed to carry more than eight passengers, must complete DVIRs to ensure the safety of their passengers.
When are DVIRs required?
DVIRs are required at specific times during the workday to ensure continuous vehicle safety.
The pre-trip inspection is conducted at the start of the shift, allowing the driver to check that the vehicle is safe to operate before hitting the road.
On the other hand, the post-trip inspection is conducted at the end of the shift, documenting any issues that arose during operation and ensuring they are addressed before the next use.
This routine ensures that any mechanical issues are promptly identified and rectified, ensuring that drivers, any passengers, and other participants on the road are safe and secure.
As noted above, the law mandates DVIRs for various types of commercial vehicles, including trucks, buses, and hazardous materials vehicles:
- Trucks weighing over 10,000 pounds
- Buses designed to carry more than eight passengers
- Vehicles transporting hazardous materials requiring placarding
DVIR exemptions: Who’s exempt from regulation?
While many commercial drivers and vehicles must comply with DVIR regulations, certain exemptions exist.
Non-CDL drivers, who operate commercial vehicles not requiring a Commercial Driver’s License, may be exempt from completing DVIRs.
Additionally, short-haul drivers who operate within a 150 air-mile radius and return to the same location may also be exempt from these requirements.
Some agricultural vehicles and equipment used within specific distances and times may be exempt, reflecting the unique operational needs and lower risk profiles of these vehicles.
Your Go-To DVIR checklist
A standard DVIR checklist should cover various critical components of the vehicle to ensure safety and functionality.
Here are the main components to consider:
- Brakes and air system – Inspect for proper operation and any signs of leaks or wear.
- Steering mechanism – Check for tightness and smooth operation.
- Lights and reflectors – Ensure all lights and reflectors are working and visible.
- Tires, wheels, and rims – Look for proper inflation, tread wear, and any damage.
- Windshield wipers – Test for proper operation and inspect for any wear.
Rearview mirrors – Ensure mirrors are clean, properly adjusted, and free from damage. - Coupling equipment and fifth wheels – Check for secure connections and proper lubrication.
- Safety and emergency equipment – Verify the presence and condition of fire extinguishers, flares, and reflective triangles.
It’s also fundamental that a DVIR includes the date, the vehicle identity, such as fleet unit number, license plate number, and others, driver’s signature, mechanic’s signature, the signature of the next driver of the vehicle.
Traditional vs Automated DVIRs
The traditional DVIR process involves manually filling out paper forms, which can be time-consuming and prone to errors.
Drivers complete the inspection checklist on paper and submit it to their fleet managers or maintenance teams. These paper forms require physical storage, making record-keeping cumbersome and increasing the risk of lost or misplaced documents.
However, with the evolution of technology, those involved in the fleet industry can save time and switch to electronic versions of DVIRs.
Automated or electronic DVIRs (eDVIRs) streamline the inspection process by using mobile apps or onboard devices.
Drivers can complete and submit reports electronically, providing real-time data access to fleet managers and maintenance teams.
This digital process facilitates quicker responses to issues, easier storage and retrieval of records, and improved compliance and audit readiness. Electronic DVIRs save time for drivers and fleet managers, enhancing overall efficiency and ensuring that vehicles remain safe and operational.
Conclusion
Understanding the basics of DVIR is a great starting point. However, what matters most is that you’re able to take action based on your inspection reports and ensure that your vehicles are in operational condition, enabling them to bring in money for your business.
By choosing fleet maintenance solutions like Fleetpal, you can take advantage of features like DVIR Defects Management. Automatically create actionable tasks from the registered DVIR issues and get your vehicles back on the road.
Minimize downtime and optimize your performance with Fleetpal.
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