How to Fill Out a DVIR: A Step-by-Step Guide (With Printable Example)
If you manage or operate a commercial vehicle, completing a DVIR — Driver Vehicle Inspection Report — isn’t optional. It’s a legal requirement, a safety essential, and a habit that protects both drivers and businesses.
But what exactly goes on the form? How do you fill it out properly? And what happens if you miss a step?
This guide walks you through how to fill out a DVIR step-by-step, highlights common mistakes, and includes a free printable DVIR example you can start using right away.
What Is a DVIR and Why It Matters
A DVIR is a formal inspection report that commercial drivers must complete to verify that their vehicle is safe to operate. It’s mandated by the FMCSA (Federal Motor Carrier Safety Administration) under 49 CFR §396.11.
The inspection is usually done at the end of a driving day (post-trip), but some fleets also require pre-trip reports. The goal is to catch and report any defects or safety issues before they become real problems.
When Is a DVIR Required?
DVIRs are required when operating:
- Commercial Motor Vehicles (CMVs) over 10,000 lbs
- Passenger vehicles designed to carry 9+ passengers
- Hazmat vehicles requiring placards
If you’re part of a fleet, you’re likely required to complete a DVIR every day the vehicle is operated.
Tools You’ll Need
Before you begin, make sure you have:
- A DVIR form (paper or digital)
- A pen (if paper)
- Flashlight (for dark inspections)
- Time (10–15 minutes is plenty once you’re familiar)
👉 Need a physical form? Download our free printable DVIR form here
Step-by-Step: How to Fill Out a DVIR
✅ Step 1: Identify the Vehicle
Start by entering key details:
- Date of inspection
- Driver’s name
- Vehicle ID number or license plate
- Odometer reading
This helps link the report to a specific vehicle and day.
✅ Step 2: Inspect Vehicle Components
Check the following key parts of the vehicle. Your DVIR pad should include boxes or lines for each of these:
- Brakes (service + parking)
- Tires, wheels, and rims
- Lights and reflectors
- Windshield wipers
- Steering system
- Horn
- Mirrors
- Emergency equipment
- Coupling devices (if applicable)
Use a walk-around inspection approach. Make sure to check for visible damage, leaks, loose parts, or anything that could affect safe operation.
🛠 Tip: Use a flashlight to inspect undercarriage, brakes, and tires during dark hours.
✅ Step 3: Report Any Defects or Issues
If you spot any problems, write them clearly in the “Defects or Malfunctions” section.
Be specific. Instead of saying “tires,” write “Front left tire: low pressure” or “Passenger-side trailer light out.”
If no issues are found, check the box that says “No defects noted” (wording may vary slightly by form).
✅ Step 4: Sign and Date
Once the inspection is complete, sign and date the DVIR. Your signature certifies that the inspection was conducted and the form is accurate.
If you’re using a two-part carbonless form (like the kind from Wells & Finch), the top copy is turned in to management or stored, and the second copy remains in the vehicle.
✅ Step 5 (If Defects Are Found): Certify Repairs
If defects were reported:
- A mechanic or supervisor must review and sign off once the issue is resolved or deemed non-critical.
- This step is crucial to staying compliant.
The repair section will typically include:
- Description of the repair
- Name and signature of the person who performed or authorized the repair
- Date completed
Common Mistakes to Avoid
- ❌ Leaving sections blank
- ❌ Vague or incomplete defect descriptions
- ❌ Skipping inspections
- ❌ Forgetting signatures
- ❌ Not turning in or saving the report
Any of these could result in a failed audit or DOT violation.
Paper DVIR vs. Digital DVIR
Paper DVIR pads are still the industry standard for small fleets, contractors, and owner-operators due to their:
-
Simplicity
-
Low cost
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No need for logins or apps
-
DOT audit-readiness
Digital DVIR apps are useful for large fleets but come with subscription costs and tech hurdles. Choose what’s best for your operation.
Download a Free DVIR Example
Want a ready-to-use form?
👉 Download our free printable DVIR form (PDF)
Includes:
- FMCSA-compliant format
- Inspection checklist
- Repair and certification section
- Easy two-copy structure
Perfect for new drivers or small fleets.
Final Thoughts
Filling out a DVIR isn’t just a box to check — it’s a safety-critical, legally required practice. Done correctly, it keeps vehicles road-ready, prevents accidents, and protects your company from fines.
At Wells & Finch, we provide premium DVIR pads designed for real-world use:
- Durable, carbonless 2-part forms
- Pre-printed FMCSA-compliant checklists
- Space for signatures, repairs, and more
👉 Shop Wells & Finch DVIR Pads Now – Stay safe, stay compliant.
