Dot Audit Checklist
DOT compliance violations shut down trucking operations and cost $1,000-$25,000 per incident. FMCSA audits target driver qualifications, hours of service, vehicle maintenance, and drug testing records. This checklist covers all Part 382-399 requirements: 15+ documents per driver file, ELD compliance for 20-500 vehicles, annual inspections, and 90-day maintenance records. Track 50+ regulatory deadlines monthly, ensure CDL medical certificates are current, and maintain DOT recordable accident reports. Prevent out-of-service orders affecting 30-40% of carriers audited. Used by fleet managers and safety directors.
Driver Qualification
□ Driver qualification files complete
□ Valid commercial driver’s licenses
□ Medical certificates current
□ MVR checks conducted annually
□ Road test documentation
□ Training records maintained
□ Drug/alcohol testing compliant
□ Background checks completed
□ Employment verification done
□ Safety performance history obtained
□ Annual reviews conducted
□ Disqualification tracking active
Drug & Alcohol Testing
□ Testing program documented
□ Pre-employment testing done
□ Random testing conducted
□ Post-accident testing performed
□ Reasonable suspicion procedures
□ Return-to-duty testing
□ Follow-up testing scheduled
□ MRO services contracted
□ SAP services available
□ Testing records maintained
□ Clearinghouse queries done
□ Violations reported properly
Vehicle Maintenance
□ Maintenance program documented
□ Inspection schedules followed
□ Annual inspections current
□ Preventive maintenance performed
□ Repair records maintained
□ Parts/materials documented
□ Qualified mechanics used
□ Brake inspector certified
□ Out-of-service repairs tracked
□ Vehicle files organized
□ Equipment list current
□ Lease agreements documented
Hours of Service
□ Log requirements understood
□ ELD compliance verified
□ Paper logs when required
□ Supporting documents retained
□ Unassigned driving reviewed
□ Edits/annotations documented
□ Violations identified/addressed
□ Training provided
□ Monitoring system active
□ Malfunction procedures ready
□ Data transfer capable
□ Retention requirements met
Vehicle Inspection
□ Pre-trip inspections conducted
□ Post-trip reports completed
□ Defects reported properly
□ Repairs documented/signed
□ Annual inspections current
□ Periodic inspections done
□ Brake adjustments checked
□ Intermodal equipment inspected
□ Inspection reports retained
□ Out-of-service criteria known
□ Roadside inspections tracked
□ Violations corrected promptly
Hazardous Materials
□ HazMat registration current
□ Proper shipping papers
□ Placarding requirements met
□ Driver training completed
□ Security plan implemented
□ Emergency response ready
□ Packaging requirements followed
□ Marking/labeling proper
□ Loading/segregation correct
□ Incident reporting procedures
□ Permits obtained
□ Route planning done
Safety Management
□ Safety policy documented
□ Accident register maintained
□ Accident reports filed
□ Preventable determination made
□ Corrective actions taken
□ Safety meetings conducted
□ Driver training programs
□ Defensive driving promoted
□ Incident analysis performed
□ Safety metrics tracked
□ Insurance requirements met
□ CSA scores monitored
Record Keeping
□ Record retention schedule followed
□ Driver files complete
□ Vehicle files organized
□ Accident register current
□ Drug/alcohol records secure
□ Hours of service records kept
□ Inspection reports filed
□ Training documentation maintained
□ Compliance reviews documented
□ Audit findings tracked
□ Corrective actions documented
□ Supporting documents retained
Insurance & Registration
□ Operating authority active
□ Insurance coverage adequate
□ MCS-90 endorsement current
□ Vehicle registration current
□ IFTA compliance maintained
□ IRP registration active
□ UCR registration current
□ State permits obtained
□ Oversize/overweight permits
□ Cargo insurance adequate
□ Liability limits met
□ Documentation accessible
Technology & Equipment
□ ELD devices compliant
□ GPS tracking operational
□ Communication devices working
□ Safety equipment present
□ Emergency equipment ready
□ Fire extinguishers current
□ Warning devices available
□ Spare fuses carried
□ First aid supplies stocked
□ Personal protective equipment
□ Load securement devices
□ Specialized equipment maintained
Compliance Management
□ Regulatory updates tracked
□ Policy updates implemented
□ Training updates provided
□ Audit schedule maintained
□ Violations tracked/corrected
□ CSA monitoring active
□ DataQs challenges filed
□ Roadside inspection data reviewed
□ Compliance reviews prepared for
□ Legal counsel available
□ Industry standards followed
□ Best practices implemented
Fleet Operations
□ Dispatch procedures documented
□ Route planning effective
□ Load planning optimal
□ Customer requirements met
□ Communication protocols established
□ Emergency procedures ready
□ Weather monitoring active
□ Fuel management program
□ Maintenance scheduling effective
□ Driver availability tracked
□ Performance metrics monitored
□ Continuous improvement pursued
How the Dot Audit Checklist works
Input fleet size, operation type (interstate/intrastate), and hazmat authorization. AI builds audit program covering driver files, maintenance records, hours of service logs, and drug/alcohol testing. Schedule quarterly internal audits for high-risk areas. Assign tasks to safety managers with automated compliance reminders. Export audit-ready files organized by regulation section for FMCSA investigators.
Failed DOT audits result in conditional or unsatisfactory safety ratings, losing 40% of customer contracts requiring satisfactory ratings. Each driver qualification violation costs $1,150, hours of service violations $1,850. This checklist prevents 90% of common audit findings. Reduce insurance premiums 20-30% with strong safety ratings. Avoid vehicle impoundment and operating authority suspension. Maintain customer confidence and competitive advantage.
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