Why it matters
- PM scheduling. Most preventive maintenance intervals are set in miles, engine hours or time. Accurate readings tell the fleet when the next service is due. See preventive maintenance interval.
- Warranty. Parts and component warranties often have mileage limits, so the reading at installation matters.
- Records. Under 49 CFR 396.3, motor carriers must keep a means to indicate the nature and due date of inspection and maintenance operations, and a record of inspections, repairs and maintenance indicating their date and nature. Mileage on each record makes those due dates traceable.
- Disputes. The reading helps show the vehicle's condition and usage at the time of service.
What rules can require
California's Bureau of Automotive Repair Write It Right requirements state that a work order must include the odometer reading, along with the authorized estimate and a description of the requested repairs. Check the rules in your state.
Engine hours
Some equipment, such as reefer units, construction machines and trucks that idle a lot, is better tracked by engine hours than miles. Record both where they matter. See engine hours.
Good practice
Record the reading from the dash when the vehicle arrives, not from memory or an old record. Photograph the display if possible. Enter it on the work order, inspection report and invoice, and update the unit's record so PM due dates stay accurate.
Catching bad readings
A reading lower than the last one on file, or far higher than the vehicle could have driven since its last visit, usually means a typing error, a replaced instrument cluster or the wrong unit. Check it before the work order is closed. If a cluster was replaced, note it on the record so later readings make sense.
Related: work order, unit number.
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