Building a Preventive Maintenance Program That Actually Works

FMCSA requires you to have a "systematic inspection, repair, and maintenance program." Notice they didn't say "fix stuff when it breaks." A PM program means scheduled, documented, proactive maintenance. Wing it and you'll pay for it — in breakdowns, fines, and CSA points.

Setting PM Intervals

FMCSA doesn't mandate specific intervals — that's your call. But here's what works for most small fleets:

• PM-A (Minor): Every 15,000-20,000 miles or 90 days. Oil change, filter replacement, fluid checks, belt inspection, basic safety check.
• PM-B (Intermediate): Every 30,000-40,000 miles or 6 months. Everything in PM-A plus brake inspection/adjustment, electrical system check, steering components, suspension.
• PM-C (Major): Every 60,000-80,000 miles or annually. Comprehensive inspection aligning with the annual DOT inspection checklist. Includes everything in A and B plus detailed chassis, frame, and exhaust inspection.

Adjust based on your operating conditions. Trucks running in dusty, off-road, or extreme temperature environments need shorter intervals.

What Your Written Program Must Include

• The specific PM intervals for each vehicle type in your fleet
• A checklist of inspection items for each PM level
• Procedures for reporting and correcting defects (ties into your DVIR process)
• Identification of who performs inspections and their qualifications
• Documentation and record-keeping procedures

Documentation That Survives an Audit

For every PM service, document:

• Date of service
• Vehicle unit number, VIN, and mileage at service
• All items inspected
• All defects found and repairs performed
• Parts replaced
• Name and signature of the mechanic or shop that performed the work

Keep these records for 1 year while the vehicle is in service, plus 6 months after disposal. Digital records are fine — and usually better, because they're searchable and don't get lost.

The Brake Check

We're going to keep beating this drum: brakes are the #1 OOS violation. At every PM service — even the minor ones — check brake adjustment. Measure pushrod stroke. Document it. It takes 10 minutes per truck and prevents the single most common violation in the industry.

Outsourcing vs In-House

Small fleets often outsource PM to a local truck shop. That's fine, but make sure they provide detailed documentation for every service. A generic invoice saying "PM service performed" won't survive an audit. You need itemized records that show what was inspected and what was found.