Trucking Compliance Checklist

• CDL (Commercial Driver's License): Valid and correct class. Renewal dates vary by state (typically every 4-8 years). Driving with an expired CDL is an instant out-of-service order.
• Medical card (DOT physical): Required every 2 years. Some conditions (diabetes, high blood pressure) require annual renewal. Without a valid medical card, your CDL is downgraded.
• Drug & alcohol testing: Pre-employment, random, post-accident, and reasonable suspicion. Must be enrolled in a DOT-compliant consortium. A missed random test is treated the same as a positive result.
• MVR (Motor Vehicle Record): Annual review required for every driver in your fleet.
• PSP (Pre-Employment Screening): Check crash and inspection history before hiring any driver.
• Hazmat endorsement: If applicable. TSA background check required, renewal every 5 years.

• Annual DOT inspection: Every 12 months. Must have current sticker displayed. An expired sticker is a guaranteed inspection and potential out-of-service order.
• Vehicle registration (IRP): Annual renewal through your base state. Operating with expired registration can result in impoundment.
• DVIR (Driver Vehicle Inspection Report): Pre-trip and post-trip inspection reports. Required daily by FMCSA regulations.
• Brake adjustments & tire condition: Must meet FMCSA standards at all times. Brake violations are the #1 reason trucks get placed out of service.
• ELD compliance: Device must be FMCSA-registered and functioning. ELD malfunctions must be reported and resolved within 8 days.

• MC/DOT authority: Must remain active. Insurance lapses trigger automatic revocation — and reactivation takes weeks.
• Insurance: Liability ($750K min), cargo, and filings must stay current with FMCSA. A lapse of even one day can revoke your authority.
• BOC-3: Process agent designation. Must be on file. Usually set once and forgotten, but verify it's still active.
• UCR (Unified Carrier Registration): Annual renewal. $176 for 0-2 vehicles.
• Form 2290 (HVUT): Annual. Due by August 31. $550 for trucks at 75,000 lbs GVW.
• MCS-150 update: Biennial (every 2 years based on your USDOT number). Failure to update can lead to USDOT deactivation.
• IFTA license & decals: Annual renewal through base state. Quarterly filing required.

• Driver qualification files: Must maintain for every driver, kept for 3 years after employment ends.
• ELD/HOS records: Retained for 6 months. Must be available for inspection at roadside.
• Drug testing records: 5 years for positive results, 1 year for negative results.
• Vehicle maintenance records: Keep for at least 1 year plus 6 months after vehicle leaves service.
• Accident records: 3 years for DOT-recordable accidents.
• IFTA records: 4 years. Includes fuel receipts and mileage records.

FMCSA penalties are steep and escalate fast:

Beyond fines, out-of-service orders mean you're parked — no revenue, stranded loads, and potentially a tow bill. Compliance violations also affect your CSA score, which some brokers check before offering loads.

What are the most common DOT inspection violations?

Brake issues are #1 — including out-of-adjustment brakes and air leaks. Tires (tread depth, sidewall damage) are #2. Load securement, lighting defects, and expired annual inspection stickers round out the top 5. Almost every out-of-service order traces back to one of these five categories.

How often do I need a DOT medical card?

Every 2 years for most drivers. If you have a DOT-regulated condition (diabetes on insulin, sleep apnea, controlled hypertension), your examiner may issue a 1-year card instead. Your CDL is automatically downgraded the day your medical card expires — even if the CDL itself is still valid.

What happens if my trucking insurance lapses?

FMCSA revokes your operating authority the day your insurance filing lapses. Reactivation requires re-filing BMC-91 and can take 2–4 weeks, during which you cannot legally haul interstate freight. Most insurance carriers send FMCSA a 30-day cancellation notice, so your authority goes inactive on a specific known date — there's no surprise, only carriers who didn't act on the warning.

How long do I need to keep trucking records?

Different records have different retention requirements. Driver qualification files: 3 years after employment ends. ELD/HOS records: 6 months. Drug testing (positive): 5 years. Drug testing (negative): 1 year. Vehicle maintenance: 1 year plus 6 months after the vehicle leaves service. IFTA records: 4 years. Accident records: 3 years.

What is a CSA score and why does it matter?

CSA (Compliance, Safety, Accountability) is FMCSA's carrier safety rating based on roadside inspections, crashes, and violations over the past 24 months. Scores above certain thresholds trigger FMCSA intervention and may cause brokers to refuse loads. Your CSA score is public — brokers and shippers check it before offering freight.

Does OTR handle DOT compliance for me?

OTR tracks every compliance deadline, stores every document, and surfaces renewal reminders as each deadline approaches. It doesn't file paperwork with FMCSA on your behalf, but it makes it much harder to miss a renewal. That solves most of the compliance-attention problem; the rest (actually passing a physical, actually passing a DOT inspection) is still on you.

If FMCSA selects you for an audit (New Entrant audit is required within your first 18 months), you need:

• All driver qualification files organized and complete
• 6 months of ELD/HOS records
• Drug and alcohol testing records with consortium enrollment proof
• Vehicle maintenance logs and annual inspection records
• Insurance certificates and BOC-3 filing
• IFTA records for the past 4 years