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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
For fleet managers
Questions?
Need help with your fleet compliance?
Call our service desk or send a request. We're happy to talk through any of these topics.