Lesson 1.5 — DVIR Documentation

Why this matters

The Driver Vehicle Inspection Report — the DVIR — is the piece of paper that protects you. The previous four modules taught you how to find problems on the truck. This one teaches you what to do with what you found.

If you find a defect and write it on the DVIR — the legal responsibility shifts to the carrier to fix it. They cannot dispatch you again until repairs are certified. The DVIR is the driver's legal shield.

If you find a defect and don't write it on the DVIR — and an inspector finds it later, or worse, there is a crash — the driver is the one holding the bag. Pencil-whipping the DVIR is the most common way a driver loses their CDL.

End of day — driver writes the report (396.11(a))

Every driver, at the completion of each day's work on each vehicle operated, must prepare a written report covering at least these 11 items:

1. Service brakes (including trailer brake connections)
2. Parking (hand) brake
3. Steering mechanism
4. Lighting devices and reflectors
5. Tires
6. Horn
7. Windshield wipers
8. Rear-vision mirrors
9. Coupling devices
10. Wheels and rims
11. Emergency equipment

The driver signs the report. The driver lists any defect or deficiency that affects the safe operation of the vehicle.

Important update (2014): If you found NO defects during your inspection, you are no longer required by federal law to submit a written DVIR. Most carriers still require a "no defect" report as a company policy, because it documents that the inspection happened.

Carrier fixes the problem and certifies it (396.11(a)(3))

When the driver writes up a defect, the carrier must:

1. Repair the defect before the vehicle is dispatched again.
2. Have the mechanic or other authorized person certify in writing on the original DVIR that the repair was made — or that the repair was unnecessary.
3. That certification is signed.

Until that certification is signed, the truck cannot go back on the road.

Start of next day — next driver reviews and signs (396.13)

Before driving the truck, the next driver must:

1. Be satisfied that the vehicle is in safe operating condition.
2. Review the most recent DVIR.
3. If any defects were reported on the previous DVIR, sign to acknowledge that the repairs were made or were unnecessary.

If a defect was reported and not certified as repaired — the vehicle cannot legally be driven, no matter who is behind the wheel.

1 Driver who found the defect

You. End of the day. You write what you saw and where on the truck you saw it. You sign your name. Date and time.

2 Mechanic or person who fixed it

The shop. They repair the defect — or they decide repair is not needed because the defect does not affect safe operation. Either way, they write a note on the same DVIR and sign their name. This is called the certification of repairs.

3 Next driver who takes the truck

Before you drive a truck someone else drove yesterday: read the previous DVIR. If a defect was reported, look at the mechanic's signature certifying it was fixed. Sign your acknowledgment. If there is no certification — refuse to drive. The truck is not legal.

Pencil-whipping. Filling out the DVIR in 30 seconds in the cab without actually inspecting the truck. DOT cross-references the DVIR timestamp with your ELD logs. A DVIR completed in 45 seconds is a falsification flag.

Skipping the previous DVIR review. You took a truck without reading the report from yesterday's driver. There was an unrepaired defect listed. You are now driving an unsafe vehicle and YOU are the one cited.

Vague entries. "Brake issue" tells the shop nothing. The shop signs it off without doing anything. The defect remains. You drive again with a known defect.

Not signing. A DVIR without the driver's signature is not a valid report. It is a piece of paper.

Hiding defects. Falsifying a DVIR to hide a defect carries a civil penalty up to $12,695. Failing to repair a reported defect: up to $15,420. Failing to complete a required DVIR: up to $1,584 per day.

1. Inspect, then write. Do the actual walk-around. Then write what you found. The order matters — drivers who write first and inspect later get caught by ELD timestamps.
2. Write specific entries. Position, part, what you saw. "Right rear trailer tire, sidewall bulge between treads 3 and 4" — not "tire problem."
3. Sign it. An unsigned DVIR is not a DVIR.
4. Read the previous DVIR before you drive. If defects were listed, check that they are certified as repaired. If they aren't — refuse the truck. You are not legally allowed to drive it.
5. Keep yesterday's DVIR with you in the cab. Required by 396.11(b)(4) on the current vehicle. The inspector at the scale will ask for it.

• ○ At the start of every workday
• ✓ Only when a defect or deficiency is discovered
• ○ Once per week
• ○ Only when the truck is over 26,000 lb

• ○ 1 month
• ✓ 3 months
• ○ 12 months
• ○ 7 years

• ○ Just walk around the truck
• ✓ Review the previous DVIR and sign acknowledging repairs were made or unnecessary
• ○ Drive carefully for the first hour
• ○ Nothing if no defects were ever reported

• ○ Driver, dispatcher, customer
• ✓ Driver who reported, mechanic who fixed, next driver who reviews
• ○ Driver, driver's spouse, carrier owner
• ○ Three different drivers

• ○ Tell the next driver verbally
• ○ Make a mental note and check it again tomorrow
• ✓ Write a specific entry on the DVIR, sign it, and refuse to drive until repaired and certified
• ○ Drive it carefully and avoid highways