What’s the Best Way to Fill Out a Driver Vehicle Inspection Report After a Trip?

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Learn the best way to complete a post-trip DVIR accurately. Improve safety, reduce violations, and stay DOT compliant with this step-by-step guide.

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“Driver completing post-trip DVIR checklist”

Ensuring your vehicle is safe and road-ready is not just a DOT requirement, it’s a critical part of protecting drivers, fleets, and the public. A Driver Vehicle Inspection Report (DVIR) helps you document vehicle conditions, catch defects early, and avoid costly breakdowns or violations.

But many drivers still rush through the DVIR or miss important steps. In this guide, we break down the best and easiest way to fill out a post-trip DVIR so you stay compliant and safe.

What Is a DVIR?

A Driver Vehicle Inspection Report is a daily inspection record required by the FMCSA. Drivers must complete a post-trip inspection at the end of each driving day, documenting any defects or safety concerns.

A proper DVIR includes:

Vehicle identification
Driver’s details
Inspection checklist
Defects found
Corrective measures
Signature

Why Is the Post-Trip DVIR Important?

Completing a DVIR after the trip ensures:

Your mechanic can repair issues before the next shift
Safety violations are reduced
Your fleet stays DOT-compliant
Drivers avoid Out-of-Service (OOS) situations
CSA scores remain strong

This simple report can prevent accidents, delays, and expensive fines.

Best Way to Fill Out a Driver Vehicle Inspection Report After a Trip

Here is a step-by-step, driver-friendly method to complete your DVIR correctly every time:

1. Park Safely & Secure the Vehicle

Before inspecting anything, ensure the vehicle is:

Parked in a safe area
On level ground
Brakes engaged
Engine turned off

This ensures a safe inspection environment.

2. Start With Basic Vehicle Information

Fill in the required identification details:

Truck or tractor number
Trailer number (if any)
Date and location
Odometer reading
Fleet or company name

Accurate data ensures proper tracking in maintenance logs.

3. Conduct a Complete Walk-Around Inspection

A post-trip inspection should cover all major components. The driver should walk around the vehicle and check:

Exterior Components

Lights & reflectors
Tires, wheels, and rims
Brakes (visual check)
Suspension
Coupling devices
Fuel tank & cap
Mirrors

Interior Components

Horn
Windshield wipers
Emergency equipment
Seat belts
Gauges & indicators

Engine Compartment

Fluid leaks
Belts & hoses
Oil levels
Cooling system

Drivers don’t need to be mechanics, they simply need to document what looks unsafe or abnormal.

4. Record Any Defects or Issues Found

If you notice defects, list them clearly in the DVIR, such as:

Faulty brakes
Worn tires
Cracked windshield
Malfunctioning lights
Fluid leaks

Make sure to be specific:
Instead of saying: “Brakes not good”
Write: “Left rear brake squealing; reduced stopping performance.”

5. If No Defects, Mark ‘No Issues Found’

Drivers should still complete the DVIR even when everything is fine.
Mark “No defects” or “Vehicle safe to operate.”

This protects the driver and fleet by showing inspections were completed consistently.

6. Submit the DVIR to Maintenance or Fleet Manager

A post-trip DVIR must be reviewed and, if needed, repaired before the next trip.

The mechanic or maintenance team should:

Inspect reported defects
Complete repairs
Sign off confirming repairs

This closes the compliance loop.

7. Sign and Date the DVIR

A DVIR is not complete without signatures.

Required signatures include:

Driver’s signature (confirming report accuracy)
Mechanic’s signature (if repairs are made)

Digital DVIR apps automatically record these.

8. Keep the DVIR for Records (Paper or Digital)

DOT requires fleets to keep DVIRs for at least 3 months.

Using digital DVIR systems makes storing, searching, and auditing much easier.

Best Practices for Accurate & Compliant DVIRs

✔ Be consistent

INSPECT and REPORT daily, even when there’s nothing wrong.

✔ Don’t rely on guesswork

Note exactly what you see, hear, or feel.

✔ Report defects immediately

Never wait until the next day.

✔ Use digital DVIR tools

Apps reduce errors, improve tracking, and speed up inspections.

✔ Avoid rushing the inspection

A pinched brake line or worn tire can cause major accidents.

Common Mistakes to Avoid

❌ Skipping the walk-around
❌ Assuming the last driver already checked
❌ Not reporting “minor” issues
❌ Leaving unclear or generic notes
❌ Forgetting the signature

A few extra minutes spent on accuracy can prevent a serious safety violation or accident.

Final Thoughts

A well-filled post-trip DVIR is one of the most effective tools for maintaining driver safety, vehicle reliability, and DOT compliance. By following this simple step-by-step process, fleet operators and drivers can drastically reduce the risk of defects, breakdowns, and CSA penalties.