Is there an official DOT PM checklist?

No. Federal rules require systematic maintenance but do not prescribe a PM checklist. Appendix A to Part 396 sets the minimum standards for periodic inspections.

What tread depth is required on steer tires?

Under 49 CFR 393.75, at least 4/32 inch at any major tread groove on steering axle tires of a power unit.

Should a PM checklist record measurements?

Yes. Measured tread depth, pushrod stroke and battery results show wear trends better than check marks.

Semi-Truck PM Service Checklist

How to use this checklist

This checklist is a starting point. Adjust it to the manufacturer schedules for each engine and component, the fleet's duty cycle and your shop's service levels. Federal rules do not prescribe a PM checklist, but 49 CFR 396.3 requires motor carriers to systematically inspect, repair and maintain their vehicles, and Appendix A to Part 396 lists the minimum standards for periodic inspections. Using the same standards in PMs keeps results consistent.

For each item, record one of: OK, adjusted, repaired, or needs repair. Where an item can be measured, write the number.

Before you start

[ ] Record unit number, VIN and odometer or engine hours.
[ ] Review open defects from driver reports. Under 49 CFR 396.11, drivers report defects in specified parts and accessories at the end of each day's work. See DVIR.
[ ] Review the last PM and any deferred repairs.
[ ] Check for open recalls.

Cab and controls

[ ] Gauges and warning lamps work.
[ ] Horn works.
[ ] Windshield free of damage that blocks the driver's view; wipers and washers work.
[ ] Mirrors secure and undamaged.
[ ] Seat belts and seat mounts secure.
[ ] Heater and defroster work.
[ ] Steering wheel free play within limits.
[ ] Fire extinguisher and warning devices present, as required by 49 CFR 393.95.
[ ] Doors, latches and steps secure.

Engine and fluids

[ ] Engine oil and filter changed if due; record oil type and quantity.
[ ] Fuel filters and water separator serviced if due.
[ ] Air filter checked; restriction indicator read; replaced if due.
[ ] Coolant level and condition checked; record test result.
[ ] Belts and tensioners inspected.
[ ] Hoses and clamps inspected for leaks and wear.
[ ] Power steering fluid level checked.
[ ] Transmission and axle fluid levels checked; changed if due.
[ ] Look for oil, coolant and fuel leaks.
[ ] Read fault codes; record active and inactive codes.
[ ] Aftertreatment checked as the engine manufacturer specifies.

Electrical

[ ] Batteries tested; record results.
[ ] Battery cables, terminals and hold-downs secure.
[ ] Alternator output checked.
[ ] All required lamps and reflectors work and are in place.
[ ] Trailer connector and cord in good condition.

Air and brake system

[ ] Air compressor builds pressure normally; governor cut-in and cut-out checked.
[ ] Air dryer serviced if due.
[ ] Air tanks drained; check for oil or water.
[ ] Low air warning works.
[ ] Air leakage checked.
[ ] Hoses and tubing free of leaks, chafing and damage.
[ ] Brake chambers and mounting secure.
[ ] Pushrod stroke measured at each wheel. 49 CFR 393.47 sets adjustment limits by chamber type; for a type 30 standard stroke chamber, the limit is 2 inches. Record each measurement. See brake chamber.
[ ] Slack adjusters working. See slack adjuster.
[ ] Brake linings: thickness recorded, no contamination or cracks.
[ ] Drums or rotors free of cracks and excessive wear.
[ ] Parking brake holds.
[ ] Tractor protection valve works.

Steering

[ ] Steering gear box mounted securely, no leaks.
[ ] Pitman arm, drag link and tie rod ends secure, no excessive play.
[ ] King pins checked for play.
[ ] Power steering pump and lines free of leaks.

Suspension and frame

[ ] Springs: no cracked or missing leaves.
[ ] U-bolts and spring hangers secure.
[ ] Air springs and leveling valves free of leaks.
[ ] Torque rods and track rods secure.
[ ] Shock absorbers inspected.
[ ] Frame free of cracks, sagging and loose or missing fasteners.

Tires and wheels

[ ] Tread depth measured on every tire. Under 49 CFR 393.75, steering axle tires on a power unit need at least 4/32 inch at any major groove and other tires need at least 2/32 inch. See tire tread depth.
[ ] Pressures checked and adjusted; record readings.
[ ] No cuts, bulges, exposed cord or mismatched duals.
[ ] Wheels and rims free of cracks.
[ ] Lug nuts present and secure; check for rust trails.
[ ] Hub oil level or seal condition checked.

Coupling devices

[ ] Fifth wheel mounted securely; locking mechanism works.
[ ] Fifth wheel lubricated.
[ ] Pintle hooks or other devices secure, where used.
[ ] Safety chains and cables in good condition, where used.

Exhaust and fuel

[ ] No exhaust leaks, especially near the cab.
[ ] Exhaust parts not in contact with wiring, fuel or brake lines.
[ ] Fuel tanks secure; no leaks; caps in place.

Road test

[ ] Brakes pull evenly.
[ ] Steering tracks straight.
[ ] No unusual noises or vibrations.
[ ] Gauges read normally.

After the PM

[ ] Record all services, parts and fluids used.
[ ] List defects found, with repairs completed or recommended.
[ ] Set the next due date or mileage.
[ ] Give the fleet the completed checklist and records.

49 CFR 396.3(b) requires motor carriers to keep a record of inspection, repairs and maintenance indicating their date and nature, and a means to indicate the nature and due date of upcoming inspection and maintenance operations. Your completed checklist helps meet both needs.

Tips for using the checklist well

A checklist only helps if it is used the same way every time. Some practical tips:

Write the standard next to the item. If the checklist shows the tread depth minimum or the pushrod stroke limit beside the box, the technician does not have to remember it, and the reviewer can see at once whether a reading passes.

Require a note for every fail. A failed item without a description is hard to quote and harder to defend later. Ask for the location, the measurement and a photo.

Separate "repaired" from "recommended." The fleet needs to know which defects were fixed during the visit and which are still open. Keep the two lists apart on the final report.

Keep the checklist short enough to finish. A checklist so long that technicians skip sections is worse than a shorter one that is completed every time. Move rarely needed items to the higher service levels.

Review it every year. As the fleet changes engines, adds equipment or sees new failure patterns, update the checklist. Date each version so you know which one was used on each PM.

Paper or digital

A paper checklist works, but it can be lost, smudged or left in the truck. A digital checklist on a phone or tablet can require an answer for every item, attach photos to failures and send the result to the office the moment the technician finishes.

Who should sign the checklist

The technician who performed the work should sign and date the checklist, and a reviewer should confirm that every item has a result. Clear signatures make it simple to show who did what if the fleet, an auditor or an insurer asks. Electronic signatures are acceptable for many records under 49 CFR 390.32 when its conditions are met, so the signature can be captured on a phone or tablet at the truck.

Combining the checklist with the annual inspection

49 CFR 396.17 requires every commercial motor vehicle to be inspected at least once every 12 months. If you perform the annual inspection during a PM, use a form that covers every Appendix A item, have it done by a qualified inspector, and keep the inspection report separately from the PM checklist so it is easy to produce on request. See DOT annual inspection checklist.

Safety-critical items

Any defect that would make the vehicle unsafe must be fixed before it returns to service. 49 CFR 396.7 says a motor vehicle must not be operated in a condition likely to cause an accident or a breakdown. The CVSA North American Standard Out-of-Service Criteria are also widely used to judge whether a defect is serious. See out-of-service criteria.

How MetaFleet helps

MetaFleet supports digital inspections and DVIRs built from your own PDF form, so your checklist can be filled on a phone with photos and measurements, and preventive maintenance reminders for each unit. Get a walkthrough.