Vehicle Inspection & DVIR · PDF template
Free Annual DOT Vehicle Inspection Form
A periodic (annual) DOT inspection form structured around the 49 CFR 396 Appendix A inspection items — for the once-a-year qualified-inspector check every regulated commercial vehicle needs.
Built and reviewed by the FleetOpsClub research team. Preview it free below. Enter your name and email to unlock the full template and the editable spreadsheet — a CSV that opens in Excel, Google Sheets, or Numbers.
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What you get
- Inspection items grouped to mirror the federal Appendix A minimum standards (brakes, steering, lighting, frame, tires, and more)
- Pass / fail / repaired columns so out-of-service items are tracked to closure
- Inspector qualification and certification fields required to make the report valid
- Vehicle, carrier, and inspection-date header for the report record
- A printable layout you can keep on file for the required retention period
How to use it
- 1
Confirm the inspection is performed (or supervised) by a qualified inspector who meets 49 CFR 396.19 — verify the current qualification rule.
- 2
Work through each component group, marking pass, fail, or repaired for every item.
- 3
Place any vehicle with a failed out-of-service item out of service until the defect is corrected.
- 4
Complete the inspector certification and record the inspection report number and date.
- 5
File the report and affix the inspection decal/sticker per your jurisdiction; retain the record for the required period.
Preview the template
Here's a real sample of the layout — the actual columns and structure you'll work in. The complete template, plus the editable spreadsheet, unlocks the moment you enter your email.
Preview
Annual DOT Vehicle Inspection Form
Report Header
- Carrier / Company name
- Vehicle / Unit number
- VIN
- Make / model / year
- Inspection date
- Odometer reading
- Inspection report number
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Unlock the full template
Enter your name and email to reveal the complete template and download the editable spreadsheet. You can print it, save it as a PDF, or adapt the columns to your own vehicles. It's a fair trade: the preview costs nothing, and the full file costs you about 20 seconds.
- Editable CSV
- Every row & section
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Frequently asked questions
Quick answers to the questions buyers usually ask once the category, software, or rollout details start getting more specific.
Federal rules require a qualified inspector — someone who meets the training, certification, or experience criteria in 49 CFR 396.19. It does not have to be a third-party shop, but the person must be documented as qualified. Verify the current qualification rule before relying on this.
The periodic inspection is generally required at least once every 12 months for most regulated commercial vehicles. Some states run their own equivalent programs; confirm whether your jurisdiction's program satisfies the federal requirement.
Any item that meets the out-of-service criteria must be repaired before the vehicle returns to revenue service. Document the repair, re-inspect the failed item, and only then certify the vehicle as passing.
Carriers are generally required to retain the inspection report (or a copy) for a set period — commonly 14 months — and keep proof of inspection on the vehicle. Always check the current retention and proof-of-inspection requirements.
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