Does your truck or bus company have a written preventative maintenance schedule? It's required by law.

Introduction: Why Preventative Maintenance Matters
Imagine this: your truck breaks down on a busy highway, or your bus overheats in the middle of a school route. The repair costs skyrocket, and your operations grind to a halt. Sound familiar? Here’s the good news—you can avoid these costly nightmares with one simple tool: a written preventative maintenance (PM) schedule.

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For truck and bus safety directors and owners, having a PM plan isn’t just a good idea; it’s legally required. But beyond compliance, it’s your golden ticket to saving money, ensuring safety, and keeping your business running smoothly.

In this article, we’ll show you how to create a compliant PM schedule that doesn’t just tick the regulatory box but also boosts your bottom line.

What Is a Preventative Maintenance Schedule?

A preventative maintenance schedule is a plan that ensures your vehicles stay road-ready by addressing routine maintenance tasks before problems arise. Think of it as a fitness plan for your fleet: consistent checkups to keep your vehicles in peak condition.

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The Federal Motor Carrier Safety Regulations (FMCSRs) mandate that all commercial motor vehicle operators maintain records of regular inspections, repairs, and maintenance. Without these, you risk hefty fines, potential lawsuits, and even losing your operating authority.

The Real Costs of Skipping Maintenance

Not convinced yet? Let’s talk dollars and sense.

When you skip maintenance:

• Unplanned  Breakdowns: A breakdown can cost you thousands in towing and emergency repairs.
• Lost Revenue: A vehicle in the shop isn’t earning money. Period.
• Fines and Penalties: Failing an FMCSA audit could mean fines that run into the thousands.
• Reputation  Damage: If your vehicles aren’t reliable, customers and contracts vanish.

Preventative maintenance isn’t just an expense—it’s an investment in your fleet’s future.

Building a PM Schedule That Works

So, how do you create a maintenance plan that checks all the legal boxes and keeps your fleet running like a dream? Follow these simple steps:

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1. Know the Requirements

Start by reviewing the FMCSA regulations for maintenance and inspection. Familiarize yourself with the paperwork you need, including inspection reports, maintenance logs, and repair histories.

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2. Understand Your Fleet

Each vehicle is unique. Create schedules based on factors like:

• Mileage: Some components need service every 5,000, 10,000, or 20,000 miles.
• Usage: A bus used daily may require more frequent checks than a rarely used backup vehicle.
• Manufacturer  Recommendations: Always follow the OEM’s guidelines  for maintenance intervals.

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3. Standardize Your Inspections

Set a clear routine for inspections, covering key

systems like brakes, tires, engines, and suspension. Consistency is key to spotting problems early.

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4. Track Everything

Use maintenance tracking software to log every service. Accurate records prove compliance during audits and help you identify trends before they become problems.

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5. Train Your Team

Your drivers are your eyes and ears on the road. Teach them to spot early warning signs like unusual noises, vibrations, or dashboard alerts.

How Preventative Maintenance Saves Money

Let’s break it down:

• Fewer  Repairs: Catching minor issues early prevents costly major repairs.
• Lower Insurance Costs: A well-maintained fleet reduces accidents, which can lower your premiums.

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