Owners and Operators

Heavy Vehicle Record

Owners and operators are required to keep a record containing specific information and documents on each heavy vehicle, such as the maintenance sheets.

Heavy vehicles covered

  • Road vehicles with a gross vehicle weight ratingA vehicle's weight, including its maximum load capacity, according to the manufacturer's specifications. (GVWR) of 4,500 kg or more
  • Buses, minibuses and tow trucks
  • Vehicles transporting dangerous substances requiring the display of safety marks
Warning

Buses and minibuses

Owners and operators are required to keep a vehicle record, as buses and minibuses are considered heavy vehiclesA road vehicle having a gross vehicle weight rating (GVWR) of 4,500 kg or more, or a combination of road vehicles having a gross combination weight rating of 4,500 kg or more. The following vehicles are also considered to be heavy vehicles regardless of their GVWR: buses, minibuses, tow trucks, vehicles transporting dangerous substances requiring the display of safety marks..

Vehicle record contents and retention period

The vehicle record is the responsibility of the owner, the operator, or both, and must be kept at the place of business for specific retention periods.

Documents or information to keep Who keeps it? Retention period

A copy of the registration certificate

Owner

-At all times during ownership of the vehicle

-12 months after disposing of the vehicle

A copy of the lease contract if the vehicle is leased

Owner and Operator 

-At all times during the lease period

-12 months after the end date of the lease contract

The document certifying compliance if the vehicle was subject to a recall by the manufacturer

Owner

-At all times during ownership of the vehicle

-12 months after disposing of the vehicle

Any vehicle exchange reports (including those for trailers and semi-trailers)

Owner

12 months as of the date of the exchange report

Circle check reports

Owner and Operator

6 months as of the date entered on the circle check report
Specific motor coach inspection reports Owner and Operator 6 months as of the date entered on the specific motor coach inspection report

Any information and documents related to mandatory maintenance

Owner

-Since the beginning of the program or 2 years, whichever is shortest

-12 months after disposing of the vehicle

Any documents (invoices, maintenance work orders, parts orders) showing that defects detected during a circle check, an inspection specific to motor coaches or mandatory maintenance have been repaired

Owner

- Since the beginning of the program or 12 months as of the date entered on the document showing that the repair was made

- 12 months after disposing of the vehicle

Contents of the vehicle maintenance record and retention period

Owners are required to keep the vehicle maintenance record at the place of business.

Documents and information to keep Retention period
  • The vehicle identification number
  • The licence plate number
  • The vehicle's make
  • The vehicle's year
  • The owner's name
  • The long-term lessor's name, if applicable

-Since the beginning of the program or 2 years, whichever is shortest

-12 months after disposing of the vehicle

The schedule of upcoming inspections based on the recall criterion used by the owner and a list of the work performed at each servicing

-Since the beginning of the program or 2 years, whichever is shortest

-12 months after disposing of the vehicle

The maintenance sheets must contain the following information:

  • the vehicle identification number
  • the licence plate number or the unit number appearing on the registration certificate
  • the odometer reading
  • the date of servicing
  • the list of components to be checked at each servicing, based on the class of vehicle, with spaces provided to check off each item as “compliant” or “non-compliant”
  • for vehicles with a gross vehicle weight rating of 7,258 kg or more, the brake lining or camshaft rotation measurements, if those measurements are not indicated on another document
  • the signature of the person who carried out the mandatory maintenance

-Since the beginning of the program or 2 years, whichever is shortest

-12 months after disposing of the vehicle

Proof that the repairs were made during servicing

-Since the beginning of the program or 2 years, whichever is shortest

-12 months after disposing of the vehicle

The dates on which storage began and ended, if applicable

-Since the beginning of the program or 2 years, whichever is shortest

-12 months after disposing of the vehicle

For a vehicle with a gross vehicle weight rating of 7,258 kg or more, brake lining or camshaft rotation measurements, if those measurements are not indicated on another document

-Since the beginning of the program or 2 years, whichever is shortest

-12 months after disposing of the vehicle