Vehicle maintenance violations continue to be one of the most problematic areas for commercial fleets, and they significantly increase the risk of Out of Service (OOS) orders, DOT fines, and poor CSA scores. FMCSA’s Vehicle Maintenance BASIC is heavily weighted because proper truck maintenance is essential for preventing crashes, breakdowns, and roadside hazards.
In this blog, we break down every major DOT vehicle maintenance violation, linked to official FMCSA regulation codes, why they happen, and how fleets can eliminate these violations through proactive compliance systems like SafeRoad Compliance.
Introduction
FMCSA’s Vehicle Maintenance category accounts for a large share of all violations recorded during roadside inspections. These violations occur because commercial vehicles operate under intense conditions that cause gradual wear on critical components such as brakes, tires, steering systems, lighting, and safety equipment. A single missed maintenance cycle can lead to cascading failures and multiple DOT citations.
For fleets, these violations cause:
- Increased CSA scores
- Higher insurance premiums
- More frequent roadside inspections
- Out-of-service placements
- Delivery delays
- Customer dissatisfaction
- Increased maintenance expenses
2. Inoperable Required Equipment – 49 CFR 396.3(a)(1)
Regulation 396.3(a)(1) requires motor carriers to systematically inspect, repair, and maintain all commercial vehicles and ensure that “parts and accessories… are in safe and proper operating condition.” This is the foundation of every maintenance program. Violations occur when critical components fail or are not repaired before the vehicle is placed in service.
Common examples include:
- Loose or broken suspension components
- Cracked frames
- Faulty coupling devices
- Inoperative windshield wipers
- Damaged mirrors
- Air leaks in brake systems
- Defective electrical wiring
- Damaged lights
- Worn hoses or belts
During DOT inspections, officers typically cite this violation when they uncover multiple neglected components or widespread poor maintenance practices.This violation is especially serious because it is often tagged with “systemic failure”, indicating that the fleet lacks proper maintenance controls.
Carriers with repeat 396.3(a)(1) violations face stricter audits and higher intervention rates from FMCSA. It also sends a strong signal to inspectors that the fleet may have other hidden issues, increasing the chance of full inspections.
3. Operating Vehicle in Unsafe Condition – 49 CFR 396.7(a)
Under 396.7(a), CMVs are prohibited from being operated if they are in a condition likely to cause an accident or breakdown. This includes operating vehicles with known defects or ignoring mandatory repairs. Violations are issued when drivers knowingly, or unknowingly, continue driving a truck with a serious mechanical defect.
FMCSA defines “unsafe condition” as:
- Brake defects or leaks
- Suspension failures
- Loose steering components
- Bald or damaged tires
- Transmission issues
- Engine coolant leaks
- Oil leaks that pose hazard
- Missing lug nuts
- Defective coupling devices
Vehicle unsafe-condition violations almost always result from poor internal communication between drivers and maintenance teams. Drivers may note defects on DVIRs, but maintenance employees fail to address them promptly. Or the vehicle is returned to service without verification.
These violations often trigger Out-of-Service orders because they indicate immediate danger. FMCSA expects carriers to remove unsafe vehicles from service until the defect is repaired and documented.
Failure to Correct Out-of-Service Defects – 49 CFR 396.9(d)(2)
Regulation 396.9(d)(2) covers violations where a vehicle is placed Out of Service during a DOT inspection but is later found operating without the defect corrected. This is one of the most serious violations because it signals intentional non-compliance.
Examples include:
- A brake system defect still unresolved
- OOS tire tread depth not corrected
- Steering system defect ignored
- Broken spring leaf not replaced
- Defective lighting left unrepaired
- Unfixed fuel system leaks
- Missing safety equipment still missing
Operating a vehicle with uncorrected OOS defects can lead to:
- Hefty fines
- Increased audit probability
- Carrier safety rating downgrades
- Potential civil penalties
FMCSA requires carriers to:
- Correct any OOS defect BEFORE operating the CMV
- Document the repair
- Submit a signed report within 15 days
Many fleets fail this process due to missing paperwork or unverified repair documentation. Large fleets often lose track of OOS vehicles, leading to expensive repeat violations.
5. Failure to Perform Annual Inspection – 49 CFR 396.17(a)
Every CMV must undergo a complete annual inspection meeting FMCSA standards under 396.17(a). This inspection must be performed by a qualified inspector and documented with a signed report. Failure to complete the annual inspection is one of the most common fleet violations.
Inspectors flag this violation when:
- The annual inspection sticker is missing
- Annual inspection documents are not available
- The inspection was performed by an unqualified person
- The inspection was incomplete
- The vehicle failed the annual inspection but still operated
Annual inspections are critical because they evaluate:
- Brakes
- Steering
- Suspension
- Frame and chassis
- Fuel system
- Lighting systems
- Wheel and rim condition
- Tires
- Driveline
- Emergency equipment
Many fleets fall behind because they rely on paper reminders or outdated spreadsheets. Vehicles slip through scheduling cracks, especially trailers or seasonal equipment.
Improper or Missing Maintenance Records – 49 CFR 396.3(b)(1)
FMCSA requires carriers to keep detailed maintenance records under 396.3(b)(1). These records must include:
- Vehicle identification
- Dates of inspections
- Repairs performed
- Maintenance schedules
- Mechanic qualifications
- Odometer readings
- Parts replaced
Failure to maintain these documents results in recordkeeping violations, often discovered during audits or Compliance Investigations (CIs).
Carriers violate this rule when:
- Paper logs are lost
- Repairs are undocumented
- Mechanic notes are missing
- DVIRs are incomplete or unsigned
- Digital records are not backed up
- Trailers have incomplete historical records
Recordkeeping violations harm fleets during New Entrant Safety Audits, Compliance Reviews, and roadside inspections. FMCSA considers poor documentation a sign of weak compliance management.
Failure to Repair Deficiencies Noted on DVIR – 49 CFR 396.11(c)
Under 396.11(c), fleets must repair defects recorded on the Driver Vehicle Inspection Report (DVIR) before the CMV is operated again. This includes defects noted during post-trip inspections.
Common violations include:
- Ignoring reported brake air leaks
- Not fixing malfunctioning lights
- Tires not replaced despite DVIR warnings
- Steering issues reported but unrepaired
- Suspension problems overlooked
- Emergency equipment missing
This violation occurs when maintenance teams fail to review DVIRs, or the fleet lacks verification processes to confirm repairs.
Key Takeaways
- Vehicle maintenance violations heavily impact CSA scores and lead to expensive downtime.
- FMCSA requires strict maintenance routines, documented repair logs, and annual inspections.
- Out-of-Service defects must be corrected immediately and documented.
- Poor maintenance records often trigger FMCSA audits.
Frequently Asked Questions (FAQs)
The most common violations include inoperable required equipment, unsafe vehicle operation, failure to correct Out-of-Service defects, missing annual inspections, improper maintenance records, and unresolved DVIR defects.
FMCSA regulation 49 CFR 396.3(a)(1) requires fleets to systematically inspect, repair, and maintain CMVs to ensure all parts and accessories are in safe operating condition.
Under 49 CFR 396.7(a), unsafe conditions include brake defects, bald tires, steering issues, suspension failures, leaks, broken lights, and any defect likely to cause an accident or breakdown.
Operating a CMV with an unresolved OOS defect can lead to severe fines, higher CSA scores, a downgraded safety rating, and increased likelihood of an FMCSA audit.
Every CMV must undergo a complete annual inspection once every 12 months, performed by a qualified inspector, as required by 49 CFR 396.17(a).
FMCSA mandates records documenting inspections, repairs, maintenance schedules, mechanic qualifications, odometer readings, and parts replaced. Missing documentation is a violation under 396.3(b)(1).
Yes. Any defect noted on a DVIR that affects safe operation must be repaired before the CMV is dispatched, per 49 CFR 396.11(c).
Most violations occur due to poor recordkeeping, missed inspections, lack of repair verification, outdated scheduling systems, or inadequate communication between drivers and maintenance teams.
Using a compliance management system like SafeRoad Compliance helps automate maintenance schedules, track repairs, verify OOS corrections, and store digital documentation, all reducing violations significantly.
Yes. FMCSA fully allows digital records as long as they are accurate, accessible during audits, and stored securely. Systems like SafeRoad provide audit-ready documentation.
