Owner-Operator Tips: How to Properly Maintain Your Semi-Truck

For owner-operators, managing costs is crucial to maintaining profitability. Among the most significant expenses are fuel, insurance, truck payments, and maintenance/repairs. While some costs, like fuel and insurance premiums, are ongoing and relatively predictable, maintenance can either be a manageable expense or a budget-breaking ordeal.

Proactive, routine maintenance isn’t just about keeping your truck running smoothly but about preventing the more severe and often costly, unexpected repairs that can come from neglected inspections.

In this blog, we’ll offer some tips on how properly maintain your semi-truck so you can ensure maintenance and repair costs don’t set you back this year.

Build a Maintenance Program

One of the best ways to stay on track with routine maintenance is to build out a program for your semi-truck (or fleet). A well-planned maintenance schedule will list daily, monthly, quarterly, annual, and seasonal tasks. Each truck will have its own specific needs based on its model and make, so it’s crucial to look at the driver’s manual for more detailed maintenance recommendations.

Here is a general example of what a maintenance program would look like—again, keep in mind that tasks will change based on your specific truck(s):

Daily Maintenance Tasks

• Check engine oil, coolant, and windshield washer fluid levels
• Check tire pressure and inspect for signs of wear
• Ensure test lights and signals are functioning as they should

Monthly Maintenance Tasks

• Check brakes for wear and functionality
• Test battery life and clean terminals
• Inspect the air filter and replace it, if necessary

Quarterly Maintenance Tasks

• Change engine oil and filter
• Inspect suspension components for signs of wear or damage
• Check hoses for leaks, cracks, or loose connections

Annual Maintenance Tasks

• Perform a complete vehicle inspection (from top to bottom)
• Change transmission fluid and filter
• Flush and refill coolant system

There are several ways you could go about implementing a maintenance program:

1. Partner with a service shop that will send you continuous reminders on due or overdue services, making sure to print out any findings and maintenance work for your record.
2. Make separate paper checklists for daily, monthly, quarterly, and annual tasks, check off items, and report any findings, making sure to save all of the checklists for your personal record.
3. The same as above, except with digital copies.

Perform Daily Inspections

Outside of creating a maintenance program, you want to inspect your truck daily before trips. The inspection doesn’t have to be comprehensive, like a DOT one. However, you do need to check:

• Tires: Check for adequate tread depth, signs of uneven wear, and adequate pressure.
• Fluid Levels: Check engine oil, coolant, brake fluid, and windshield washer fluid.
• Brakes: Check to make sure brakes are responsive.
• Lights & Signals: Make sure headlights, tail lights, brake lights, and turn signals are operational.
• Emergency Equipment: Check to make sure fire extinguishers, warning triangles, first aid kits, and other emergency equipment are where they should be and in good working condition.
• General Damage: Check for general damage, like damage to the mirrors and windshield.

We recommend making your own pre-trip inspection list or purchasing one. To prevent waste, laminate your checklist and use a marker to check off each inspection item. That way, you can use an eraser and start over the next day. If you do find anything wrong during your inspections, fix it if you can or schedule repairs, record the date, what was found during in the inspection, and what types of maintenance tasks or repairs were performed.

Know What You Can Easily Do Yourself

As a semi-truck driver, you’re not necessarily expected to be a mechanic. However, you can save some money by self-performing certain maintenance tasks.

Obviously, you can perform your own pre-trip inspections, but there are a few additional maintenance tasks that are generally safe to self-perform, including:

• Changing oil (can be a pain, but it’s possible)
• Replacing air and fuel filters
• Changing wiper blades and bulbs
• Lubricating the fifth wheel or other chassis parts
• Refilling tires

On the other hand, there may be situations where brake pads need to be replaced or transmission components need to be repaired. Unless you have many years of experience repairing semi-trucks, you should leave those jobs to a professional.

Schedule Professional Services

If you’re already partnered with a service shop, scheduling basic service packages or being reminded when they’re due shouldn’t be a problem. But, if you haven’t yet partnered with a service shop, keep in mind that you’ll need to schedule professional services every 10,000 to 20,000 miles. Specific mileage will vary based on your truck—always consult your manual.

While some of these services, like oil and filter changes, can be self-performed, there are other routine services you’ll need to schedule, including tire rotations, brake inspections (and potential replacements), battery checks, and flushing/refilling coolant.

Have a Budget

Of course, maintenance is unavoidable, so you want to make sure you have a budget specifically for that. Regular maintenance can be costly, but it is significantly more affordable than dealing with the aftermath of a major mechanical failure.

General maintenance, like oil changes, tire rotations, and brake repairs, can range from $10,000 to $15,000 annually for a typical semi-truck operating under normal conditions, so plan accordingly. Of course, you can save a little bit of money if you plan to do the oil changes and other maintenance tasks yourself. It’s also important to set aside additional funds for unforeseen issues, like getting a nail stuck in your tire or debris cracking your windshield.

We recommend budgeting around 10 to 15% of your monthly revenue for maintenance. So, if your monthly revenue is $10,000, setting aside $1,000 to $1,500 would be wise.

Keep a Thorough Record

Records retention isn’t just a good practice—it’s an FMCSA requirement. The FMCSA requires that all commercial vehicle operators maintain detailed records of inspections, maintenance, repairs, and services performed on each vehicle, along with vehicle identification information and a schedule of inspections to be performed. This is required for any commercial vehicle you own for more than 30 consecutive days.

Not maintaining thorough records will result in fines and other compliance issues during audits and inspections. Additionally, should you need to make a warranty claim, manufacturers often require maintenance records to prove that the truck has been properly maintained.

Prepare for DOT Inspections

DOT inspections are needed to ensure both you and your vehicle are complying with federal safety regulations. They can occur at weigh stations, during roadside checks, or as part of compliance reviews. Inspections usually include:

• Reviewing and verifying driver’s license and endorsements
• Reviewing medical card and waiver
• Reviewing the driver’s log
• Inspecting the entire vehicle to ensure it meets safety standards
• Checking for proper handling and documentation of hazardous materials (if necessary)

There isn’t a direct fee for DOT inspections—the primary financial impact comes from the results of the DOT inspection. You may have to schedule repairs or pay fines if violations are found. In worst-case scenarios, you would receive an out-of-service order, meaning you can’t drive your vehicle until your violations are corrected. Remember—DOT inspections are not scheduled in advance. They may occur randomly at permanent inspection stations, temporary roadside inspection sites, or during special enforcement periods, so you always want to make sure you’re staying on top of maintenance and keeping a thorough record.

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For over four decades, TSI has been dedicated to helping truck drivers maintain and advance their careers.

Whether you’re an established owner-operator or brand-new to the industry, we’re here to help. Please visit our blog for more driver resources. If you’re interested in becoming a truck driver or owner-operator, please contact us today. We have new opportunities and even provide a six-week hands-on program for people interested in starting their careers in trucking and transportation.