What are the most common breakdowns in pre-trip inspection programs, and how can organizations verify inspections are being completed thoroughly and consistently?
Responding is Rick Smith, senior compliance expert, J. J. Keller & Associates Inc., Neenah, WI.
Proper vehicle maintenance is a critical component of any fleet’s safety program. At its core, a maintenance program ensures vehicles are in safe operating condition before they ever hit the road. Daily inspections – and timely correction of defects – also help reduce violations and improve a motor carrier’s Compliance, Safety, Accountability Vehicle Maintenance BASIC scores.
The Federal Motor Carrier Safety Administration reinforces this through its regulations. Under 396.13, drivers must be satisfied that the vehicle is in safe operating condition before driving. Although many carriers interpret this as a required pre-trip inspection with documentation, the regulation doesn’t mandate a formal pre-trip inspection report. Instead, it places responsibility on the driver and gives carriers flexibility in how they structure their inspection process.
Post-trip expectations are often misunderstood as well. There’s no formal post-trip inspection requirement in the regulations. Under 396.11, drivers are only required to complete a Driver Vehicle Inspection Report when a safety-related defect or deficiency is discovered. Any defect that could affect the safe operation of the vehicle or result in a breakdown must be documented and corrected before the vehicle is operated again, including the driver’s signature on the DVIR acknowledging repairs have been made. At a minimum, the inspection should cover the parts and accessories outlined in 396.11(a)(1).
Because the regulations establish broad expectations, carriers need to define what vehicle inspections look like in practice. Without clear policies and consistent oversight, maintenance programs tend to quickly break down.
4 common breakdowns in pre-trip vehicle inspections
- Training gaps. One of the most common issues carriers must address is gaps in driver training. FMCSA doesn’t mandate specific training requirements for driver inspections, but that doesn’t mean training can be overlooked. Too often, carriers assume a commercial driver’s license holder or experienced driver already knows how to perform a thorough inspection. In reality, inspection quality can widely vary from driver to driver. Effective programs include hands-on training, demonstration of competency and periodic refreshers when gaps are identified. Carriers should set expectations using the 37-point inspection process used during a Level I roadside inspection.
- Time pressure. Another factor when it comes to vehicle inspections is properly tracking time. Driver vehicle inspections must be logged as on-duty time. If drivers begin driving immediately after going on duty, it raises questions – both internally and to enforcement – about whether a thorough vehicle inspection was performed. Carriers should build inspection time into drivers’ daily schedules and clearly communicate that inspections are a required part of the job.
- Lack of oversight. Carriers that don’t remain involved in the inspection process can quickly undermine their vehicle maintenance programs. Reviewing DVIRs is more than a paperwork exercise – it’s how carriers verify defects are being identified and corrected. Red flags include reports with no documented corrective action or long periods during which no DVIRs are submitted. A lack of reported defects doesn’t necessarily indicate a problem-free fleet. More often, this suggests inspections aren’t being performed thoroughly or consistently or, in some cases, maybe not being done at all.
- Not going beyond the minimum. This fourth step is where many successful motor carriers separate themselves. While not required, many safety-focused carriers mandate DVIRs even when no defects are found. This creates a consistent record, improves accountability and provides better visibility into the effectiveness of the inspection program. Another excellent and widely available tool is an eDVIR. This option helps maintain visibility and makes a difference in accountability.
The bottom line: Driver vehicle inspections are one of the first lines of defense in a carrier’s safety program. With clear expectations, practical training and ongoing oversight, carriers can reduce vehicle maintenance violations, improve CSA performance and strengthen overall safety.
McCraren Compliance offers comprehensive safety training to help prevent accidents. Visit our class calendar to see how our training and consulting services can enhance your safety efforts.
Original article published by Safety+Health an NSC publication