What happens when you’re missing service records during a fleet audit?

If you’ve ever faced a fleet audit under DOT or Canada’s NSC standards, you know it’s not just about having clean trucks or well-worn tires. Auditors want documentation. And when service records are missing, incomplete, or inconsistent, that missing paper trail can lead to more than just a slap on the wrist.

In both the U.S. and Canada, regulators expect you to prove that your vehicles are being maintained to standard, not just claimed, but verified. And if you can’t produce that documentation? You could be facing fines, downgraded safety ratings, operational restrictions, or even a suspended operating authority.

Service records, your frontline proof

Under NSC (National Safety Code) in Canada and the DOT (FMCSA) in the U.S., carriers are required to maintain service and inspection records for every commercial vehicle in operation. These aren’t just best practices. They’re regulatory requirements.

Auditors want to see:

• Scheduled service intervals (time, distance, or hours based)
• Completed work orders or maintenance logs
• Proof of defect correction and follow-up
• Inspection records (daily, periodic, or annual)
• Documentation of who did the work and when

If that information isn’t available, the assumption is simple: the work wasn’t done.

Common reasons records go missing

Most fleets aren’t trying to cut corners. But the reality is that recordkeeping often relies on manual systems that are prone to breakdowns. Paper jobcards, whiteboards, verbal reminders, they all introduce gaps.

Records get lost in the shuffle when:

• Work orders aren’t closed properly
• Paperwork stays in the truck or never gets filed
• Maintenance logs live in spreadsheets with no version control
• Contractors send invoices, but not detailed service breakdowns
• There’s no system in place for follow-up or history tracking

Over time, the gaps pile up. And if an audit happens in the middle of a busy season or staff turnover, pulling everything together becomes a scramble.

What auditors do when they find gaps

Missing or incomplete records raise red flags. Here’s what can happen if you can’t produce proper documentation:

1. Fines or violations

Depending on the jurisdiction, missing service records can result in monetary penalties or specific violations under DOT or NSC codes. These add up quickly and often come with follow-up audits.

2. Downgraded safety rating

In the U.S., your fleet’s safety rating under FMCSA can be downgraded from “Satisfactory” to “Conditional” or “Unsatisfactory.” In Canada, it can impact your carrier profile or CVOR score, increasing insurance costs and risk exposure.

3. Operational delays or suspension

If inspectors believe there’s a pattern of non-compliance, they may issue orders that restrict operations until proper documentation is produced. That can pull vehicles off the road or delay approvals for permits and renewals.

4. Litigation exposure

If a vehicle with poor records is involved in an incident, and there’s no proof of proper maintenance, your legal risk increases. Plaintiffs and insurers may argue negligence, and you’ll have little to defend with.

Gearbox: built for audit-ready records

This is exactly the kind of risk Gearbox was built to avoid. Instead of scrambling to find records, everything you need is available in one place, backed by timestamps, digital jobcards, and full history.

1. Every service is logged with detail

Gearbox keeps a full digital log for each asset. When a service is done, it’s recorded with:

• Service type and checklist
• Who performed the work
• Notes, photos, and parts used
• Completion date and follow-up schedule

Whether it’s an oil change, brake job, or seasonal inspection, it’s documented and traceable.

2. Prestart checks and faults are part of the flow

Operators using the Gearbox Prestart app can flag faults before they become serious. Those faults then generate records that show:

• What was reported
• When and by whom
• How it was resolved
• Whether a work order was created

This builds a clean, traceable chain from the first report to final repair.

3. Audit reporting in minutes, not days

Need to show a full maintenance history for a specific vehicle or date range? Gearbox gives you instant access. Download logs with just a few clicks.

That means no more searching through filing cabinets or cross-referencing five spreadsheets. You’re ready the moment they ask.

4. Support for both internal and contractor work

If you use third-party mechanics, you can still record and manage that work inside Gearbox. Attach invoices, upload PDFs, enter service details manually, or link contractor profiles for tracking.

You don’t need to change how you do the work, just how you record it.

What peace of mind looks like

An audit doesn’t have to be a crisis. With Gearbox, fleets go in knowing their records are complete, traceable, and easy to present. It’s not just about passing an audit. It’s about knowing your team is following maintenance best practices, identifying gaps before they become problems and protecting your brand, your license, and your people.

In both Canada and the U.S., fleet maintenance isn’t just about keeping equipment running. It’s about proving you’re doing the work, day in and day out.

Gearbox helps make that proof easy. Instead of worrying about lost records or failed audits, you’re focused on running a safe, efficient fleet.

Click Here to book a free demo here and see what audit-ready looks like.