Documents to Keep in a Heavy Vehicle
Drivers of a heavy vehicle must fill out and subsequently give their operator the circle check report and the daily log. They are also required to keep various important documents on board the vehicle.
Circle Check report
As the driver, you are required to enter any mechanical defects that you noted during the circle check, or during the trip, in a circle check report. You must complete a circle check report after each circle check, even if no defects have been identified. If no defects are found during the circle check, this must be mentioned in the circle check report.
The operator must be notified immediately of any major defects. In the case of minor defects, the operator must be notified before the next circle check or within 24 hours, whichever comes first.
In the case of a minor defect, it must be repaired within 48 hours after it has been detected.
In the case of a major defect, the vehicle is prohibited from road use until it is repaired.
Vehicles covered by the Circle Check
Road vehicles with a
(GVWR) of 4,500 kg or more gross vehicle weight rating A vehicle's weight, including its maximum load capacity, according to the manufacturer's specifications. Combinations of road vehicles including at least one vehicle with a GVWR of 4,500 kg or more
Buses, minibuses and tow trucks (regardless of their GVWR)
Road vehicles with a GVWR of less than 4,500 kg transporting dangerous substances requiring the display of safety marks
Certain vehicles are exempted. To find out which ones, consult the
Circle Check Guide (PDF, 7.6 MB). This file does not meet Web accessibility standards.
Contents of the Circle check report
The vehicle's licence plate number or the unit number that appears on the registration certificate
The operator’s name
The date and time at which the circle check was performed
The municipality or location where the circle check was performed
Any defects noted during the trip
Any defects noted during the circle check (if no defects were noted, this must be indicated as well)
The name of the person who performed the circle check (printed legibly)
A declaration, signed by the driver or the person who performed the circle check, attesting that the vehicle was inspected in accordance with applicable requirements
If the driver did not personally perform the circle check, his or her signature to attest that he or she read the report and accepted it
The odometer reading
A valid circle check report must remain on board the vehicle at all times when it is in operation.
What do you do with the circle check report?
Keep it on board the vehicle
Give it to the operator no later than 20 days after it is completed.
Daily log: mandatory for certain types of vehicles
The daily log contains details about your
hours of driving and on-duty time other than driving. off-duty time Any period of time other than a driver's hours of service.
It is mandatory to fill it out if you drive one of the following vehicles:
a road vehicle with a
(GVWR) of 4,500 kg or more:
gross vehicle weight rating A vehicle's weight, including its maximum load capacity, according to the manufacturer's specifications.
a road tractor
an equipment transport vehicle, e.g. a crane mounted on a truck chassis
a combination of vehicles in which at least one vehicle has a gross vehicle weight rating of 4,500 kg or more
a tow truck
a vehicle transporting dangerous substances requiring the display of safety marks
Buses and minibuses
Drivers of buses or minibuses (other than those used for urban transit) must abide by the rules governing driving time and off-duty time, as thoses vehicles are considered heavy vehicles.
For more information, consult the document entitled
Driving and Off-Duty Time for Heavy Vehicle Drivers (PDF, 2.1 MB). This file does not meet Web accessibility standards.
The starting time of the log is also the beginning of the day.
When the 4 following conditions are met,
do not fill out the daily log:
you are operating within a
160 km radius of your home terminal you return to your home terminal each day to take at least 8 hours of off-duty time
the vehicle you are driving is not covered by a permit for exemption from the hours of driving and off-duty time that we have issued
the operator that employs you fills out registers (detailed or short)
Keeping the daily log and other documents
If you fill out a daily log, the following documents must be kept in the vehicle
the daily log for the current day completed up to the time of the last change of duty status
a copy of the daily logs from the previous 14 days
the documents related to the trip, e.g. fuel receipts, bills of lading, delivery receipts
Transfer of the daily log and other documents
You have 20 days to submit the following documents to the operator:
the original copy of the duly completed daily log
the documents related to the trip
Documents to keep on board the vehicle
The driver's licence
The vehicle's registration certificate
The circle check report
The daily log
A copy of the daily logs from the previous 14 days
The list of defects that apply to the vehicle
Other documents to keep on board the vehicle, as applicable
The specific motor coach inspection report
The insurance certificate
The original copy of the
International Registration Plan (IRP) cab card A copy of the permit (inside the vehicle) and stickers (on the vehicle) in accordance with the
International Fuel Tax Agreement (IFTA) The original copy of the
special travel permit The shipping documents, if you are transporting goods
The leasing agreement, in the case of a lease for less than 12 months, or a copy of the leasing agreement
The school bus driver
certificate of competence A copy of the bus transport permit, where required
A copy of the bus transport contract, where required
For the transportation of
the shipping documents
the driver's training certificate