In the transportation industry, safety, efficiency, and compliance are non-negotiable. One area where all three converge is in the management of vehicle maintenance records. Whether you're operating across the U.S. or Canada, maintaining detailed and accurate service records isn't just good practice—it's a regulatory necessity.

Why Vehicle Maintenance Records Matter 🛠️

Vehicle maintenance records are essential documents that track inspections, servicing, and repairs of commercial vehicles. They play a critical role in:

• Ensuring safety: Well-maintained vehicles reduce the risk of mechanical failure, accidents, and breakdowns.

• Demonstrating compliance: In the event of audits, inspections, or investigations, these records prove your commitment to regulatory standards.

• Extending asset life: Proactive maintenance reduces wear and tear, increasing the lifespan and performance of vehicles.

• Reducing downtime and costs: Regular servicing helps identify issues before they become expensive problems.

• Improving resale value: Comprehensive maintenance records boost confidence in used equipment buyers.
  
  

U.S. Legal Requirements: FMCSA Compliance

The Federal Motor Carrier Safety Administration (FMCSA) regulates vehicle maintenance for commercial carriers in the United States.

Key Requirements:

• Regulation: 49 CFR § 396.3 – Inspection, Repair, and Maintenance

• Carriers must systematically inspect, repair, and maintain all CMVs under their control.

• Vehicles must be in safe operating condition at all times.
  
  

Recordkeeping Must Include:

• Vehicle identification (make, model, VIN or unit number)

• Maintenance schedule and service history

• Dates and details of inspections, repairs, and maintenance

• Name of individual who performed the work
  
  

Retention Period:

• For each vehicle: Records must be kept for 1 year while the vehicle is in service and 6 months after it leaves the fleet.

• DVIRs (Driver Vehicle Inspection Reports) must be kept for at least 3 months.
  
  

Canadian Legal Requirements: NSC Compliance

In Canada, commercial vehicle maintenance is governed under the National Safety Code (NSC) Standard 11, with each province and territory responsible for enforcement.

Key Requirements:

• NSC Standard 11 – Maintenance and Periodic Inspection Standards

• Requires carriers to have a written maintenance program for all commercial vehicles.

• Inspections must follow a standardized schedule based on time or kilometers driven

• Preventive maintenance must be documented and meet the minimum standards for safety.
  
  

Recordkeeping Must Include:

• Vehicle identification (VIN, plate number, make/model)

• Inspection schedule and maintenance history

• Description of services performed and parts replaced

• Names of persons or facilities that performed the work

• Dates of inspections and repairs

• For each vehicle: Records must be retained for 2 years from the date of the last entry and for 6 months after the vehicle leaves the fleet.
  
  

Best Practices for Maintenance Record Management 🧑‍⚖️

To stay compliant and efficient, fleets should:

• Digitize records: Use fleet maintenance software or electronic logging devices (ELDs) with integrated maintenance tracking.

• Standardize entries: Ensure consistent and detailed logging of all maintenance activities.

• Train personnel: Make sure drivers, mechanics, and fleet managers understand recordkeeping expectations and procedures.

• Audit regularly: Conduct periodic reviews of maintenance logs and inspection reports to identify gaps or risks.

• Stay updated: Regulations can change. Monitor updates from FMCSA (U.S.) or your provincial/territorial transport authority (Canada).
  
  

Bringin’ It Home

Vehicle maintenance records are more than a regulatory checkbox—they’re a testament to your fleet's safety culture and operational integrity. Whether you operate in the U.S., Canada, or across the border, investing in robust maintenance recordkeeping ensures compliance, improves safety, and drives long-term cost savings.

By making vehicle maintenance a core priority, transportation companies can not only meet legal obligations but also set themselves apart in a competitive industry.

Let Synergic Software's team help your business today with your record-keeping and so much more!

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