Washington, D.C. — The Commercial Vehicle Safety Alliance (CVSA) has filed a petition with the Federal Motor Carrier Safety Administration (FMCSA) to eliminate the 15‑day requirement that motor carriers return inspection reports after violations are corrected, a rule codified in 49 CFR Part 396.9(d)(3). The alliance argues the practice is redundant and burdens carriers unnecessarily.
Under current FMCSA regulations, carriers and intermodal equipment providers must submit the completed roadside inspection form back to the issuing agency within 15 days of issuance, confirming that all necessary repairs have been performed. The carriers must also retain a copy of the report at their principal place of business or at the vehicle’s storage location for a 12‑month period. CVSA notes that state agencies have full access to the Query Central system, which tracks all prior inspections, rendering the return of physical forms largely superfluous. The alliance’s petition urges FMCSA to keep only the 12‑month retention requirement, eliminating the return mandate.
Data from FMCSA’s 2023 audit shows that jurisdictions issued 2,937,535 inspection reports, of which 1,666,282 contained at least one violation that required a signed and returned form. The North Carolina State Highway Police prompted CVSA to initiate the petition after noting that most jurisdictions simply file the returned forms or discard them, with no further action taken that could improve safety outcomes. CVSA’s spokesperson highlighted that “there is no corresponding requirement that the issuing agency do anything with the returned form,” making the practice an administrative nuisance rather than a safety tool.
What This Means for Drivers
If FMCSA approves the petition, carriers will no longer need to mail back inspection reports, cutting paperwork and postage costs for fleet managers and owner‑operators. CDL‑A drivers and OTR truck drivers will benefit from streamlined compliance, freeing up time for on‑route duties. However, carriers in jurisdictions that retain the option to require returns will still need to keep the forms on hand for 12 months, so fleet operators must monitor local rule changes to remain compliant.
Industry Reaction
CVSA’s move has drawn support from several regional carrier groups that view the return rule as an unnecessary administrative burden. While the FMCSA has not yet issued a response, industry analysts predict that a relaxation of the requirement could reduce compliance costs for trucking companies hiring both CDL‑A drivers and owner‑operators. Some state agencies, however, argue that the returned forms help identify carriers needing additional intervention, and they may retain the option to enforce the return requirement.
Key Points
- 49 CFR Part 396.9(d)(3) mandates return of inspection reports within 15 days.
- Carriers must keep a copy of the report for 12 months at their main place of business.
- In 2023, 2,937,535 inspection reports were issued, with 1,666,282 containing violations.
- State agencies can access past inspections via the Query Central system, reducing the need for physical returns.
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