US · Expiry & renewal tracking
Keep every truck and trailer's DOT annual inspection current
A motor carrier may not use a commercial motor vehicle unless every component in appendix A to part 396 passed an inspection in the preceding 12 months and proof is on the vehicle (49 CFR 396.17(c)). Each unit in a combination, trailers and dollies included, is inspected separately; the report is kept 14 months.
Under the Federal Motor Carrier Safety Regulations, every commercial motor vehicle must pass a periodic inspection covering at least the parts and accessories in appendix A to part 396. Each vehicle in a combination counts: for a tractor semitrailer, full trailer combination, the tractor, the semitrailer and the full trailer (including a converter dolly) must each be inspected (49 CFR 396.17(a)).
A motor carrier must not use a commercial motor vehicle unless each component in appendix A passed an inspection at least once during the preceding 12 months and documentation of that inspection is on the vehicle. The documentation may be the inspection report or another form based on it, such as a sticker or decal, showing the inspection date, where the report is kept, the vehicle's identification if not clearly marked, and a certification that the vehicle passed (49 CFR 396.17(c)). The same applies to intermodal equipment providers when they tender equipment for interchange.
The motor carrier may do the inspection itself or have a commercial garage, fleet leasing company, truck stop or similar business do it as its agent, with qualified inspectors (49 CFR 396.17(d) and (e), 396.19). A vehicle that passes a State periodic inspection meeting the appendix A standards is treated as meeting the annual requirement for 12 months, counted from the last day of the month of the inspection (49 CFR 396.17(f)).
At a glance
| Rule | 49 CFR 396.17, FMCSA |
|---|---|
| Frequency | At least once during the preceding 12 months |
| Covers | Each vehicle in a combination, including trailers and converter dollies |
| Proof | Inspection report, sticker or decal on the vehicle |
| Report kept | 14 months from the report date, where the vehicle is housed or maintained |
| Who inspects | Qualified inspector: the carrier's own, an agent, or a qualifying State program |
Inspector qualifications and the evidence a carrier must keep are set out in 49 CFR 396.19.
Who is responsible?
The motor carrier (or intermodal equipment provider) must inspect or cause to be inspected all motor vehicles subject to its control (49 CFR 396.17(b)). It must also keep, for each vehicle it controls, a means to indicate the nature and due date of the inspection and maintenance operations to be performed (49 CFR 396.3(b)(2)).
If the deadline passes
The vehicle must not be used until it passes the inspection and documentation is on the vehicle (49 CFR 396.17(c)). Failure to properly perform the annual inspection makes the carrier or intermodal equipment provider subject to the penalty provisions of 49 U.S.C. 521(b) (49 CFR 396.17(h)).
Keep the report, not just the sticker
The qualified inspector prepares a report identifying the inspector, the carrier, the date, the vehicle, the components inspected and the results. The original or a copy must be kept for 14 months from the report date where the vehicle is housed or maintained, and shown on demand to an authorized Federal, State or local official (49 CFR 396.21).
Tracking it with ExpirySuite
- Add each power unit and each trailer or converter dolly separately, and record the date its next annual inspection is due.
- Reminders arrive 60, 30, 14, 7 and 1 day before the due date and on the due date itself.
- Assign a responsible person (for example your maintenance manager) so the right person gets the reminder.
- If a date passes, managers get overdue reminders 3, 7 and 14 days later.
- Ask the garage or inspector to upload the inspection report through a secure upload link, valid for 14 days; no account is needed.
Frequently asked questions
- How often is a DOT annual inspection required?
- Each component in appendix A to part 396 must have passed an inspection at least once during the preceding 12 months before the vehicle is used (49 CFR 396.17(c)).
- Does each trailer need its own inspection?
- Yes. Each vehicle in a combination must be inspected, including the tractor, semitrailer, full trailer and any converter dolly (49 CFR 396.17(a)).
- Does a State inspection count?
- Yes, if the State periodic inspection meets the appendix A minimum standards. It counts for 12 months from the last day of the month in which the inspection was performed (49 CFR 396.17(f)).
- How long must the inspection report be kept?
- 14 months from the date of the report, where the vehicle is housed or maintained (49 CFR 396.21(b)(1)).
Sources
- eCFR: 49 CFR 396.17, Periodic inspection
- eCFR: 49 CFR 396.19, Inspector qualifications
- eCFR: 49 CFR 396.21, Periodic inspection recordkeeping requirements
- eCFR: 49 CFR 396.3, Inspection, repair, and maintenance
Last checked: Sep 30, 2026 · This page summarises official sources for general information and is not legal advice. Check the linked sources for current rules and fees.
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Reminders on time
Email alerts at 60, 30, 14, 7 and 1 day before each DOT annual vehicle inspection (US) expires, plus overdue escalation to managers.
Assign an owner
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