CONTENT: Some of you may feel a bit confused about the various types of vehicle inspection reports. That's not too surprising since there are a number of different vehicle condition inspection report forms used in the trucking business. Some are single- copy forms printed on the back side of your log sheets. (And there is more than one kind of those. See Figures 8-3 and 24-12 in the Trucking Handbook.) Some are full-sized 8-1/2 x 11" single- copy forms used primarily by shop mechanics. (See Figures 8-11 and 8-12 in the Handbook.) Some are multi-copy forms printed up by trucking support groups and publishers. (See the Driver's Inspection Report which appears in Part IV of this workbook. In it's original form, this form has three copies: one for the driver to hand in with the log sheet, one to stay with the power unit, and an extra for whatever the company wants it for.)
In this article, we will be teaching you how to use two forms: The single-copy Driver's Daily Vehicle Condition Report (that is on the back side of some log sheets) and the multi-copy Driver's Inspection Report. For simplicity and clarity, we'll call the first one the log sheet inspection report (or the single-copy form) and we'll call the second one the multicopy form.
Differences Between the Two Forms
As you can see, there are a number of differences between the two forms. However, the important difference is that the log sheet has only a single copy (no carbon copies) and the other form has 3 copies (an original and 2 copies).
This might not seem like a very important difference to you. Here's why it is important. Large fleet operations often use many different drivers on the same truck. Like all drivers, drivers who work for large-scale operations need to fill in post-trip inspection reports on their rigs at the end of each day's run. They hand in this report daily to their dispatcher along with a copy of their daily log sheet. The company files the report in the office so that it has a record showing that the driver did perform the required post-trip inspection.
As you know, the MCSR states, "No motor vehicle shall be driven unless the driver thereof shall have satisfied himself that [certain parts and accessories] are in good working order." (See MCSR 396.13) Now how is the next driver going to know that the vehicle is in good working order unless she or he sees a copy of the previous driver's inspection report?
You answer that the next driver should inspect the vehicle personally. No driver should trust another driver's inspection anyway. You're absolutely right. You should always satisfy yourself firsthand that the vehicle is safe and ready to roll. And you do this by performing your by-the- numbers inspection.
But what do you do if your dispatcher doesn't allow you time to recheck the vehicle when the truck goes directly from another driver to you? How do you, as the next driver satisfy yourself that the rig is ready to roll? You may have to look over a copy of the previous driver's inspection report - a copy which was left in the power unit by the previous driver.
That's where the multi-copy forms gain importance: In large fleet operations. The first copy records for the company and the DOT that the required inspection was made. The second copy stays with the power unit to report the vehicle condition at the end of the last run to the next driver or dispatcher. The third copy of the inspection report can be sent on to the shop mechanic, or it can be used in some other way to increase fleet safety and efficiency.
So why don't all inspection report forms have three copies? Small carriers and owner-operators simply don't need all those copies. If you are the only one to drive your rig, if you handle most of your own maintenance or take it yourself to a truck mechanic, you don't need multicopies. You don't need to report your vehicle's condition to another driver, so you don't need to leave a copy of your inspection form in the power unit. What you do need is this: to perform the inspections required by the DOT and to record them on an inspection form. As an owner-operator or a driver for a small operation, you can usually meet these requirements by using the log sheet inspection form. For you, it's simpler, handier, and provides all you need.
Reporting Both Pre- and Post-Trip Inspections
As we said above, by law a driver must satisfy him or herself that the rig is in good working order before heading off on a day's trip. MCSR 396.13
(a) says "Before driving a motor vehicle, the driver shall be satisfied that the motor vehicle is in safe operating condition." The best way to do this is to perform a thorough inspection of the vehicle. A thorough by-the- numbers routine for performing the pre-trip inspection is explained in Chapter 8 of the Trucking Handbook.
We recommend that you follow this routine whenever you possibly can. If you must modify the procedure, do so wisely. You, as the driver, are responsible for the safety of your rig. If an unsafe condition causes an accident, it won't be your dispatcher who is blamed for the accident. It will be you. Reread Sections 392.7 and 396.7 of the MCSR. Write down what each section says in your own words in the space below.
1. MCSR Section 392.7 means
The MCSR does not require the driver to report the pre-trip inspection in writing; however, many companies do require this. The report form documents that the driver did perform a pre-trip inspection, and that's a valuable document to have in case of an accident. See MCSR 396.11 (C)
Assume for a moment that you are a driver involved in an accident. The investigating officer accuses you of operating an unsafe vehicle and says that the condition of the vehicle contributed to the accident. Would you, or would you not, want to have some record of your pre-trip inspection? Would you want to have something to help prove that your rig was in safe operating condition when you started your run?
You are, by law, required to review the last vehicle inspection report and sign the report to acknowledge that you reviewed it and certify that all required repairs have been performed. Look at the multi-copy inspection form. (Snap out one copy of the Driver's Inspection Report from Part IV of this workbook.) Find the signature line for the "Reviewing Driver" at the bottom of the form. That's where you sign that you have reviewed the inspection report. Notice that the log sheet inspection report doesn't have this line. No other driver is going to see your inspection report if you use the log sheet report, so there doesn't need to be a place for a reviewing driver to sign it.
The MCSR does require drivers to complete and sign a post-trip inspection form. MCSR 396.11 (A) states "Every driver shall prepare a report in writing at the completion of each day's work on each vehicle operated." A number of publishers publish forms for reporting the inspection you made at the end of the day. The multi-copy inspection report you have is only one of the many available. Notice what it says on the top about Federal Law 49CFR. This means that Federal Law requires you to complete a post-trip inspection report. You don't have to use this form. You can use the one on the back of your log sheet or you can use another type of inspection form, but you do need to fill out some type of post-trip report. It's required by Federal Law.
So, as you can see, it is best to complete both pre- and post-trip inspection forms each day. That's the safest, most secure way to meet the intent of the Federal Law. Okay, so how do you do that? Fill out two different forms each day? I hear what you're thinking. Give me a break! Here's what I tell my drivers: Use the same form for your pre- and post-trip inspections. Fill it out once in the morning and add to it anything you need to at the end of your day's run.
