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CVOR Documentation Guide — what to keep, and why.

When the MTO audits your CVOR, they want to see that every truck has a traceable paper trail. This guide covers what goes in the file, how long to keep it, and the gaps that get carriers flagged.

What belongs in your CVOR file

Annual and semi-annual inspection certificates (retain 2+ years)
Daily pre-trip inspection records (retain 6+ months)
Scheduled maintenance records with dates, kilometres, and work performed
Repair orders with itemized parts and labour
Driver qualification files (licences, medicals, training records)
CVSA inspection reports (roadside and terminal)
Occurrences (accidents, fines, out-of-service summaries)
Safety rating correspondence from MTO

Common gaps that trigger audits

Missing annual inspection certificates for active units
Maintenance records that don't match kilometre intervals
Pre-trip inspection forms that are unsigned or undated
Open repair orders with no resolution or follow-up
Driver files missing current medical certificates
Inability to produce records within 48 hours of MTO request

How a shop should support your CVOR

Every visit documented with date, VIN, odometer, and work performed
Inspection certificates issued immediately and emailed for backup
Repair records itemized: which wheels, what parts, not just "fixed brakes"
Copy of every document kept on file at the shop for redundancy
Fleet PM programs that generate automatic maintenance records
Quarterly fleet health reports summarizing all work by unit

Questions?

Need help with your fleet compliance?

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