What this is
What is a tyre condition record?
What is a tyre condition record?
A tyre condition record is a per-position measurement record for one vehicle at one point in time. Rather than a single pass or fail for the whole vehicle, it repeats a block of fields for every tyre fitted, capturing tread depth, inflation pressure, sidewall state and wear pattern against that position. It is the evidence layer beneath a roadworthiness declaration.
What counts as legal minimum tread depth?
It depends on the axle and the jurisdiction. Under FMCSA 393.75 a steering-axle tyre must have at least 4/32 inch of tread in a major groove, and every other tyre at least 2/32 inch. In Great Britain, goods vehicles over 3,500 kg are held to 1mm across three quarters of the tread width. The template records the measurement, then asks separately whether it clears the legal floor and the fleet's own floor.
Why record fleet policy minimum separately from legal minimum?
Because a tyre that is legal today may not be at the end of the shift. Legal minimum is a prohibition line, not an operating target. A fleet minimum set above it — typically 4/32 on drives and trailers where the law allows 2/32 — gives the planner a window to change the tyre on a workshop schedule rather than on a hard shoulder. Two scored fields let you report on both without conflating them.
Scope
When is a tyre condition record required?
This record is the measurement layer for tyres on one vehicle. It sits between the daily walk-round and the tyre programme, and is deliberately narrow: it records condition and raises work. It does not set the tyre policy or close the resulting job.
Use this template when
- Running the weekly tyre check on a vehicle, capturing a reading for every fitted position
- Adding tyre measurements to a scheduled or annual vehicle inspection, where the inspection sheet only has room for a verdict
- Checking a vehicle after a roadside tyre defect, a blowout, or a report of a vibration or pull
- Building a wear-rate history for a vehicle or an axle so replacement can be forecast rather than reacted to
- Evidencing pre-departure condition before a long-distance or heavy-load movement
Do not use it for
- Driver Vehicle Inspection Report, which is the daily walk-round covering the whole vehicle; tyres appear there as one line item, not as measurements
- Vehicle Defect Report, which is where a discovered defect is raised and tracked to repair; this record identifies the defect, it does not manage it
- Tyre Management Record, which holds the fleet's tyre policy, brand strategy, retread cycle and cost position across the whole fleet
- Annual Vehicle Inspection, which is the statutory periodic inspection of the entire vehicle to a prescribed standard
- Vehicle Service Record, which records the workshop job actually carried out, including a tyre change raised from here
Compliance mapping
Which FMCSA 393.75 requirements does this satisfy?
FMCSA Part 393 sets the equipment condition a vehicle must meet in service; Part 396 sets the inspection and record-keeping around it. The fields map as follows.
| Clause | Requirement | Where it lands |
|---|---|---|
| FMCSA 393.75(b) | A steering-axle tyre must have at least 4/32 inch of tread in a major groove. | Tyres |
| FMCSA 393.75(c) | All tyres other than those on the steering axle must have at least 2/32 inch of tread. | Tyres |
| FMCSA 393.75(a) | No vehicle may operate with a tyre showing body ply or belt material through the tread or sidewall, tread or sidewall separation, or a cut exposing ply or belt. | Tyres |
| FMCSA 393.75 | Tyres must not be operated below the cold inflation pressure specified for the load being carried. | Tyres |
| FMCSA 396.11 | The driver's report on each vehicle operated must cover tyres among the listed parts and accessories. | Header |
| FMCSA 396.3(b) | Records of inspection, repair and maintenance must be retained for each vehicle under the carrier's control. | Result |
What it does not cover
- A vehicle-level verdict with no measurements, which proves a form was signed but not what any tyre measured on the day.
- Tread recorded but pressure omitted, which leaves the commonest cause of casing destruction unevidenced.
- Legal minimum treated as the operating target, which guarantees part of the fleet is marginal at the roadside at any moment.
- Uneven wear noted without an alignment action, which records the symptom, replaces the tyre and leaves the axle to destroy the next one.
- A defect found with no work order reference, which breaks the chain between finding and repair and leaves the record unclosable at audit.
Global
Tyre Condition Record requirements by country
Tyre law is enforced at the roadside, not at the depot, and the thresholds diverge by country. Configure the fleet minimum per operating territory rather than assuming one number travels.
49 CFR 393.75; Part 396 Appendix A; CVSA North American Standard Out-of-Service Criteria
Prescriptive condition thresholds enforced at roadside by inspectors applying the out-of-service criteria.
A steer tyre under 4/32, or any tyre with exposed ply or a sidewall cut, places the vehicle out of service on the spot and the violation attaches to the carrier's safety profile, not just the driver.
Road Vehicles (Construction and Use) Regulations 1986, reg 27; DVSA Guide to Maintaining Roadworthiness
Condition offence plus an operator licence undertaking to keep vehicles fit and serviceable, examined by DVSA.
A tyre defect is both a prosecutable offence and evidence against the operator licence undertakings. The Traffic Commissioner will ask for the maintenance records, and gaps count against you separately from the defect.
CCMTA National Safety Code Standard 11 — Periodic Motor Vehicle Inspection; provincial highway traffic regulation
A national standard adopted, and sometimes tightened, by each province and territory.
The inspection standard is national but enforcement and retention rules are provincial, so a carrier operating across provinces should record to the strictest applicable threshold rather than per-trip.
How to complete it
How to complete a tyre condition record, step by step
Filling this record in is trivial. The four decisions below determine whether it holds up when challenged.
The Above Fleet Policy Minimum field is only useful if the threshold behind it clears the legal floor by a service interval's worth of wear. Set it at the legal number and the field duplicates its neighbour. Set it too high and you scrap serviceable rubber. The defensible answer comes from your own wear-rate data on this axle type, not a supplier's leaflet.
The Action field offers a ladder from no change through restricting use to escalation. The judgement is what an at-minimum reading triggers. Such a tyre is legal now and illegal by evening on a long run; deciding in advance that it means removal from long-distance work, rather than a note, is the difference between a policy and an aspiration.
Significant uneven wear scores zero and should drive the Alignment Check Recommended flag in the Result section, not simply a tyre replacement. This is the call most often got wrong, because replacing the tyre resolves the visible problem and hides the chassis one. A raised alignment flag needs its own work order, separate from the tyre change.
The record carries two signatures: the checker and the fleet manager. The second is not a formality. It is where someone accountable for the operator position confirms the defects found have been routed and a failed result has not been quietly closed. If the fleet manager signs the same minute the driver does, the control is not operating.
What auditors find
Most common tyre condition record findings
The findings examiners raise most often against tyre records, and what actually closes them.
| Finding | Clause | What fixes it |
|---|---|---|
| Tread depth captured as a pass or fail rather than a measured value | FMCSA 393.75(b) | Keep the numeric Tread Depth field required and make the pass judgements downstream of it, so the record shows what was measured as well as how it was judged. |
| No inflation pressure recorded anywhere in the inspection history | FMCSA 393.75 | Require the numeric Pressure field and the Within Specification judgement on every position, and record whether it was adjusted, so a chronically low position is visible across records. |
| Repeated tyre replacements on the same position with no root cause recorded | FMCSA 396.3(b) | Use the Uneven Wear Pattern field and the Alignment Check Recommended flag together, and require a distinct work order for the chassis investigation. |
| Retread fitted to a steering axle without justification on record | FMCSA 393.75 | Record the Tyre Type on every position so retread placement can be reported on, and set a policy rule the record can be audited against. |
| Defects found at check but no corresponding repair record | FMCSA 396.11 | Make Work Order ID mandatory whenever Action is anything other than no change, and reconcile open work orders against tyre records weekly. |
| High score returned on a partly completed form | FMCSA Part 396 Appendix A | Read the Completeness Percent field alongside Score Percent and treat any submission below full completion as unassessed rather than passed. |
Case in point
Case in point: the tyre that was legal twice
A regional distribution fleet ran its weekly tyre check as a single line on the walk-round sheet. A tractor unit passed on a Monday and again the following Monday. On the Thursday the near-side steer suffered a tread separation and the vehicle was put out of service at the scene. The recovered tyre measured 3/32 in two grooves and showed wear consistent with a long-standing alignment fault on that axle.
There was nothing to review. Two weeks of records said "tyres OK" and named no position, no depth and no pressure. The finding was not the tyre; it was the absence of any measurement history that could have shown the wear rate. A per-position record with numeric tread and pressure surfaced two further vehicles with the same wear signature within a month, both routed to alignment rather than to a tyre change.
The template
The template, field by field
The form exactly as it installs. Every field, option, score and conditional rule is editable, and the links to other templates come with it.
3 sections
- Reference
- FLT-007
- Archetype
- Record
- Record ID
- TYRE-2026-000
- Scoring
- Pass or fail
- Direction
- High is good
- Singleton
- No
- Basis
- FMCSA 393.75
- Links
- Links Asset
- Tags
- Fleet, Inspection
- Sections
- 3
- Fields
- 44
- Follow up fields
- 3
- Repeating sections
- 1
- Links out
- 4
Header
13 fieldsRecord ID*
Auto sequence. Format TYR-2026-000.
The record's own ID. Other templates point at this value.
Status*
Drives who this goes to next.
- Planned2 pts
- In progress2 pts
- Complete3 pts
- Deferred0 pts
- Open0 pts
- Closed3 pts
- Overdue0 pts
Date and Time*
Completed By*
Site*
Site ID*
Format SITE-000.
Links to FDN-001 Site ID
Vehicle*
Asset ID*
Format AST-0000.
Links to FDN-002 Asset ID
Unit Number
The number painted on the door, which is what drivers actually use.
Cheapest Prevention In The Fleet
Tyre failure causes rollovers, fires and roadside delays. Pressure and tread checks cost minutes and prevent most of it.
Check Type*
Checked By*
Odometer Reading
Tyres
Repeats14 fieldsPosition*
Steer near side, steer off side, drive axle, trailer axle and position number.
Make And Size
Tyre Type
Tread Depth*
Above Legal Minimum*
- Yes3 pts
- At minimum1 pt
- Below0 pts
Above Fleet Policy Minimum*
Set the fleet minimum above the legal one so a tyre is never marginal at the roadside.
- Yes3 pts
- At minimum1 pt
- Below0 pts
Pressure*
Within Specification*
- Yes3 pts
- Borderline1 pt
- No0 pts
Adjusted
Sidewall Condition*
- Good3 pts
- Minor damage1 pt
- Cut or bulge0 pts
Uneven Wear Pattern*
Uneven wear points at alignment, pressure or suspension problems, not just the tyre.
- None3 pts
- Slight1 pt
- Significant0 pts
Damage Or Embedded Objects*
- None3 pts
- Minor1 pt
- Significant0 pts
Action*
- No change3 pts
- Reduce access2 pts
- Remove access2 pts
- Escalate1 pt
Work Order ID
Links to MNT-002 Work Order ID
Result
17 fieldsItems Assessed*
Excludes anything marked N/A.
Items Failed*
Score Percent*
Calculated on submission. High is good. N/A items leave the denominator.
Result Band*
- Pass3 pts
- Caution1 pt
- Fail0 pts
Completeness Percent*
How much of the template was actually answered. A high score on a half completed form is not a high score.
Tyres Below Policy Minimum*
Tyres Replaced
Alignment Check Recommended*
- No3 pts
- Yes1 pt
Action Required*
Raise the action record, then enter its reference here.
- No2 pts
- Yes0 pts
Priority
- High0 pts
- Medium1 pt
- Low3 pts
CAPA ID
Format CAPA-2026-00000.
Links to FDN-014 CAPA ID
Action Owner
Next Due*
Checked By*
Signature*
Fleet Manager*
Second Signature*
FLT-007 · record IDs look like TYRE-2026-000 · Links Asset
Open in KnowellaRun it with agents
From a document you fill in to a programme that runs itself
The record is straightforward. What slips is running it on every vehicle every week, routing what it finds, and noticing the pattern across records rather than inside one.
Holds the tyre record against the vehicle register, schedules the weekly check per unit, and keeps each position's history attached to the asset so wear rate is visible across records.
Takes the work order raised from a failed position and carries it through to the workshop job, so a tyre change and a separate alignment investigation can both be tracked to closure against the same vehicle.
Picks up the tyre defects that became incidents — blowouts, tread separations, roadside prohibitions — and links them back to the last condition record on that position.
Chases the checks that did not happen, surfaces positions trending toward the fleet minimum before they reach it, and holds every write for approval before it touches a record.
This template lives in KnowFleet — fleet and transport. Drivers, vehicles, hours, cargo securement and operator licence compliance.
Meet KnowFleet→Glossary
Tyre Condition Record definitions and key terms
- Major groove
- One of the principal circumferential grooves in the tread, and where tread depth is measured for regulatory purposes. A reading taken at a wear bar or a minor groove is not the regulated measurement.
- Tread separation
- Loss of adhesion between the tread and the casing, which throws the tread at speed. Chronic underinflation and overloading are the usual precursors, which is why pressure is recorded rather than assumed.
- Heel-and-toe wear
- A sawtooth wear pattern across tread blocks, typically on free-rolling trailer axles. It signals a suspension, bearing or alignment issue rather than a tyre defect.
- Retread
- A casing with new tread bonded to it. Legal on most positions in most jurisdictions but restricted on some steering axles, so its position must be recorded to be auditable.
- Out-of-service criteria
- The North American thresholds at which an inspector prohibits a vehicle from moving until repaired. Tyre condition is among the most frequently cited categories.
FAQ
Frequently asked questions about tyre condition record
How often should a tyre condition record be run?+
Weekly as a baseline, and at every scheduled or periodic inspection. Add a targeted check after any tyre-related roadside defect, a reported vibration or pull, or before a heavy or long-distance movement. Fleets running high mileages on mixed surfaces usually shorten the weekly interval on steer positions specifically.
Does the driver need to complete this, or a technician?+
Either, and the record captures which. A driver with a gauge and a depth probe can complete every field in the Tyres section. Wear pattern and sidewall condition are where technician experience shows, so many fleets run driver checks weekly and technician checks at each service.
Why does the record repeat for every tyre?+
Because the regulated unit is a single tyre in a single position. A vehicle-level verdict cannot evidence compliance with a per-axle threshold, cannot support wear-rate analysis, and cannot show which position was the problem when a defect is later found.
What happens when a tyre is below the fleet minimum but above the legal one?+
That is the case the two separate fields exist to catch. The tyre is legal, so the vehicle is not prohibited, but it should be planned into the workshop before it becomes marginal. In practice that means a work order at normal priority rather than removal from service.
Should the alignment recommendation raise its own action?+
Yes. Alignment is a chassis fault and replacing the tyre does not address it. Raise a separate work order against the alignment finding, so the tyre change closing does not close the underlying cause with it.
Can the thresholds be changed for a non-US fleet?+
Yes. Every option, score and threshold is editable, and the two minimum fields are deliberately separated so the legal floor can be set per operating territory while the fleet policy stays constant. The structure of the record does not change; only the numbers behind the judgement do.
Keep going
Related templates and programmes
Industries this is written for
Programmes this belongs to
Used together in Fleet and Driver Compliance
Transport Provider Assessment
Assesses a haulier for licensing, driver management, vehicle standards, temperature capability and load security
Driver Vehicle Inspection Report
The pre-trip and post-trip inspection a driver completes on a commercial vehicle
Annual Vehicle Inspection
The yearly statutory inspection of a commercial vehicle
Trailer Inspection
Checks trailer coupling, brakes, lights, tyres, doors and structure
Reefer Unit Check
Checks refrigeration unit operation, fuel, temperature setpoint and alarm history
Vehicle Defect Report
Reports a defect found on a vehicle at any time, not just during a scheduled inspection
More in Vehicle Inspections
Driver Vehicle Inspection Report
The pre-trip and post-trip inspection a driver completes on a commercial vehicle
Annual Vehicle Inspection
The yearly statutory inspection of a commercial vehicle
Trailer Inspection
Checks trailer coupling, brakes, lights, tyres, doors and structure
Reefer Unit Check
Checks refrigeration unit operation, fuel, temperature setpoint and alarm history
Vehicle Defect Report
Reports a defect found on a vehicle at any time, not just during a scheduled inspection
Roadside Inspection Record
Records a roadside inspection by an enforcement officer, including any violations and out of service orders
Written and reviewed by
Siddarth Singh
Founder & Chief Executive Officer, Knowella
Certified Safety Professional and industrial and systems engineer with more than a decade inside food supply chain, freight and manufacturing operations. This page was written against the current text of the standards it cites, not against secondary summaries of them.
- Certified Safety Professional (CSP), Board of Certified Safety Professionals
- MBA, University of Chicago Booth School of Business
- MS and BS, The Ohio State University, Industrial and Systems Engineering
- Six Sigma Black Belt
Sources and last review. Reviewed 16 August 2026 against:
- 49 CFR 393.75 — Tires (Federal Motor Carrier Safety Regulations)
- 49 CFR 396.11 — Driver vehicle inspection report(s)
- 49 CFR 396.17 and Part 396 Appendix A — Periodic inspection and minimum periodic inspection standards
- Road Vehicles (Construction and Use) Regulations 1986, reg 27 — Condition and maintenance of tyres
- CCMTA National Safety Code Standard 11 — Periodic Motor Vehicle Inspection
This page is general guidance, not legal advice. Confirm requirements with your jurisdiction’s regulator.