Every truck on the road needs a maintenance history — for safety, for audits, for warranty claims, and for the day you sell it. Yet a lot of operators still keep that history in a shoebox of receipts and a memory of “I think the brakes were done last spring.”
This guide covers what belongs in a truck maintenance log, what FMCSA actually requires, and how to keep it without the paperwork piling up. Grab the free printable log below.
What to Record in a Truck Maintenance Log
Every entry should answer the same questions: what was done, when, at what mileage, by whom, and what it cost. At minimum, record:
- Date of the service or repair
- Odometer reading
- Work done and parts used — oil change, brake adjustment, tire replacement, and so on
- Shop or mechanic who did the work
- Cost
- The receipt — kept with the entry, not in a separate pile
It also helps to track your service schedule: the interval for each routine item (oil, filters, brakes, tires, lube, fluids) and when each is next due.
Free download
Get the printable Truck Maintenance Log (PDF)
A service schedule, 42 log rows for date, mileage, work done, shop, and cost, plus a receipt checkbox for every entry.
We’ll email the PDF to you. No spam — unsubscribe anytime.
What FMCSA Requires for Maintenance Records
Under 49 CFR 396.3, motor carriers must systematically inspect, repair, and maintain every vehicle they control, and keep records showing:
- Vehicle identification — company unit number (if any), make, serial number, year, and tire size
- A schedule showing the nature and due date of the inspections and maintenance to be performed
- A record of each inspection, repair, and maintenance operation, with its date and nature
How long to keep them: for 1 year where the vehicle is housed, and for 6 months after the vehicle leaves your control. Your annual DOT inspection report is a separate requirement under 396.17 and should be kept with the vehicle’s file.
Maintenance records are one of the first things an auditor asks for in a compliance review or New Entrant Safety Audit.
Tips for Keeping a Log That Actually Works
- One log per vehicle. Trucks and trailers each get their own record.
- Log it the same day. Mileage and details get fuzzy fast.
- Keep the receipt with the entry. A repair without a receipt is hard to prove to an auditor or a buyer.
- Fill in the “next due” column. The schedule is what turns a history into a plan.
From Paper Log to Phone
A printed log works — until it gets coffee on it, gets left at the shop, or fills up. In Digital Permit Book, you log every repair with its date and mileage, snap a photo of the shop receipt and attach it to the record, and keep your full service history on your phone, ready for any audit.
Running a fleet? Build your own maintenance forms in the app — like a Monthly Maintenance Report (MMR) — assign them to drivers or owner-operators, and see who has submitted and who hasn’t, without chasing paper. Learn more about digital forms for trucking.
The same app holds your permits and documents, with One-Tap Inspection at the roadside.
▶ Watch the 3-minute demo · Start a free trial
Frequently Asked Questions
What should a truck maintenance log include?
The date, odometer reading, work done and parts used, the shop or mechanic, the cost, and the receipt for every service or repair — plus a schedule of when routine maintenance is next due.
Does FMCSA require maintenance records?
Yes. 49 CFR 396.3 requires carriers to keep vehicle identification, a maintenance schedule, and a record of each inspection, repair, and maintenance operation for every vehicle they control.
How long do I need to keep truck maintenance records?
For 1 year, and for 6 months after the vehicle leaves your control.
Can I keep maintenance records electronically?
Yes. 49 CFR 390.32 allows required records to be kept electronically, as long as they can be produced accurately when requested.
