Essential Trucking Compliance Checklist
Staying compliant with federal regulations is crucial for maintaining your operating authority. Use this checklist to ensure you meet all requirements.
1. FMCSA Compliance Essentials
- ☐ Stay informed via FMCSA website and newsletters
- ☐ Use only FMCSA-certified ELD devices
- ☐ Train drivers on Hours of Service logging
- ☐ Conduct monthly ELD audits
- ☐ Perform quarterly internal audits for HOS violations
- ☐ Check for missing driver files
- ☐ Review vehicle maintenance records
2. Driver Qualification File (DQF) Requirements
Maintain complete files for every driver including:
- ☐ Valid CDL copy
- ☐ Medical examiner's certificate (DOT physical)
- ☐ Motor Vehicle Record (MVR) reports
- ☐ Employment application
- ☐ Road test certification
- ☐ Annual review of driving record
- ☐ Drug and alcohol testing records
3. Insurance Compliance
| Coverage Type | Minimum Required | Status |
|---|---|---|
| Liability | $750,000+ | ☐ Active |
| Cargo | $100,000 | ☐ Active |
| Physical Damage | As needed | ☐ Optional |
| Reefer Breakdown | As needed | ☐ Optional |
Important: Review coverage every 6 months. Late payments can trigger FMCSA inactivation.
4. Operating Authority Documents
- ☐ Active MC Number
- ☐ Valid DOT Number
- ☐ BOC-3 filed with FMCSA
- ☐ Unified Carrier Registration (UCR) renewed annually
- ☐ State permits as required
5. IFTA & IRP Compliance
- ☐ Track mileage by state accurately
- ☐ Maintain all fuel receipts
- ☐ File quarterly IFTA reports
- ☐ Renew IRP plates yearly
- ☐ Keep records for 4 years
6. Critical Documents to Maintain
- ☐ Bills of lading
- ☐ Rate confirmations
- ☐ Broker-carrier agreements
- ☐ Proof of delivery (POD)
- ☐ Lease agreements
- ☐ Maintenance logs
- ☐ Driver documents
- ☐ Safety policies
- ☐ ELD summaries
7. Vehicle Maintenance Requirements
- ☐ Annual DOT inspection
- ☐ Pre-trip and post-trip inspections documented
- ☐ Systematic maintenance schedule
- ☐ Repair records maintained
8. Recordkeeping Best Practices
- ☐ Organize digital filing with cloud storage
- ☐ Keep backups for 3-5 years
- ☐ Set automated reminders for:
- Medical card renewals
- IFTA filing dates
- Insurance expiration
- Annual inspections
Compliance Audit Schedule
- Daily: Pre-trip inspections, ELD entries
- Weekly: Review driver logs
- Monthly: ELD audits, insurance status
- Quarterly: IFTA filing, internal compliance review
- Annually: DOT inspection, UCR renewal, insurance review