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Maintaining a safe fleet requires staying compliant with DOT and FMCSA regulations. These regulations aim to make the road safer for both drivers and passengers.
To avoid costly fines and safety hazards, it’s essential to understand and comply with DOT requirements and improve fleet safety.
We’ve put together everything you need to know about DOT compliance and tips for meeting regulatory requirements.
As you grow your fleet, remember that IntelliShift has the technology to help you do it right!
What Is DOT Compliance?
The Department of Transportation (DOT) is the government agency responsible for regulating all interstate transportation and mobility in the United States. While the DOT provides overall oversight, the Federal Motor Carrier Safety Administration (FMCSA), a subagency within the DOT, is the primary authority responsible for creating and enforcing regulations governing commercial motor vehicle operations.
To remain DOT-compliant, carriers operating commercial motor vehicles that meet FMCSA thresholds (based on weight, number of passengers, or the transport of hazardous materials) must comply with these regulations. The DOT’s posted mission statement reads:
To ensure our nation has the safest, most efficient and modern transportation system in the world; that improves the quality of life for all American people and communities, from rural to urban, and increases the productivity and competitiveness of American workers and businesses.
FMCSA enforces regulations through inspections, compliance reviews, and safety audits. In order for a commercial fleet to stay DOT compliant, they must maintain required documentation, follow safety protocols, and may be subject to audits based on safety performance or as part of FMCSA’s New Entrant Program.
The purpose of DOT compliance is to reduce risk and improve road safety through rules governing driver behavior, vehicle maintenance, Hours of Service, drug and alcohol testing, and more.
Common DOT safety compliance requirements include:
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Don’t use drugs or alcohol while driving.
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Inspect your vehicle before and after every trip.
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Follow FMCSA rules for driving hours, logs, and licensing.
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Handle hazardous materials safely and legally.
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Keep your equipment and drivers safe at all times.
Who Needs to Comply with DOT Regulations?
DOT regulations apply to any Commercial Motor Vehicle (CMV) operator in the U.S. A CMV is defined by several criteria, including any driver who:
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Has a gross vehicle weight rating (GVWR) or gross combination weight rating (GCWR) of 10,001 pounds (4,536 kg) or more
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Is designed or used to transport 9 or more passengers (including the driver) for compensation
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Is designed or used to transport 16 or more passengers (including the driver), not for compensation
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Is used to transport hazardous materials in a quantity that requires placarding
What Are DOT Compliance Requirements?
DOT requirements include a variety of safety compliance initiatives, such as meeting driver qualifications, following hazardous materials regulations, and keeping up on inspections and fleet maintenance.
Meet the following guidelines to ensure your fleet stays DOT compliant:
Hours of Service (HOS)
HOS regulations help keep drivers alert, awake, and responsive. Requirements include taking a 30-minute break after eight cumulative hours of driving, allowing limited flexibility during adverse driving conditions, and putting a cap on driving limits.
New regulations under the electronic logging device (ELD) mandate the use of ELDs to track HOS. An ELD must connect to the engine to record motion status, miles driven, and engine hours, among other specifications. ELDs must be registered on the FMCSA’s approved list.
Vehicle Inspections & Maintenance
The DOT requires drivers to complete Driver Vehicle Inspection Reports (DVIRs) after each trip. Pre-trip inspections are also required, but don’t require written documentation unless operating a passenger-carrying vehicle. Inspections generally include a close examination of the vehicle’s interior and exterior, checking for damage or malfunctions that could lead to incidents on the road.
Not only is it important to stay on top of maintenance inspections for DOT compliance reasons, but doing so can extend vehicle life by preventing wear and tear. Your fleet maintenance strategy should include repairing brakes, lights, tires, and more.
With a digital inspection solution, you can compile reports by digitizing paperwork, saving you time and effort.
Driver Qualifications
Before hiring a new driver, conduct a pre-employment background check to obtain their driving record. This allows you to assess their safety records, drug history, and overall driver fitness.
The FMCSA requires that employers conduct a background check that includes:
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Obtaining motor vehicle records for the past three years.
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Investigating safety history, which includes accident records.
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Verifying substance abuse records, including alcohol or drug violations.
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Conducting a pre-employment drug test.
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Verifying the driver has a valid CDL and a current DOT medical examiner’s certificate.
These records can help assess driver fitness and ensure your fleet drivers follow safety protocols.
Drug and Alcohol Screening
Beyond the initial pre-employment drug screening, the DOT requires random tests throughout employment. Drug and alcohol screening ensures drivers are alert and responsive on the road.
Screen drivers for THC (marijuana), cocaine, amphetamines, opioids, and PCP. Perform screenings at random, when there is reasonable suspicion, and as a follow-up to incidents as needed. Employers must also register and report results to the FMCSA Drug and Alcohol Clearinghouse.
Hazardous Materials Regulations
Hazardous materials regulations set safety standards for transporting waste and pollutants. Drivers must receive proper training in handling hazardous materials and remain compliant with DOT regulations. Failure to classify, describe, and package materials correctly could result in serious penalties. Drivers must have a hazmat endorsement on their CDL if transporting placardable quantities. Carriers must comply with PHMSA regulations (49 CFR Parts 100–185).
Cargo Securement
Cargo securement includes regulations around tie-downs and front-end structures. This includes latching tailgates, doors, and spare tires as well as fastening wedges to prevent movement while on the road.
Securement of cargo also includes specifications around obscuring front and side views. These rules are outlined in 49 CFR Part 393, Subpart I.
Record Keeping
You must maintain and properly file driver records to stay DOT compliant. While there are numerous documents you are required to keep for annual reporting or in the event of an audit, records include:
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Proof of insurance
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Vehicle inspections and maintenance
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Driver qualifications
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Drug screening
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Hours of Service
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Incidents
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Driver training
With so much paperwork to keep track of, digitizing records makes it easy to provide proof in real time. Digital inspection solutions can improve the speed and accuracy of DVIRs and compliance reporting, maximizing the efficiency and safety of your entire fleet.
Licenses and Permits
DOT compliance regulations require you to register for relevant licenses and permits. While these vary depending on your state, common requirements include registering for a USDOT number and an MC number.
Additional licenses and permits include commercial driver licenses (CDLs), motor carrier authority numbers, unified carrier registrations, and standard carrier codes.
Also required: a BOC-3 filing and biennial MCS-150 updates with the FMCSA.
Tips to Avoid DOT Violations
In addition to complying with DOT regulations, there are additional measures you can take to avoid violations and maintain compliance.
Here are a few tips to help you optimize DOT compliance.
1. Maintain Compliance Visibility
Maintain awareness of your fleet’s compliance by monitoring HOS violations, DVIR inspections, and CSA scores in FMCSA’s Safety Measurement System (SMS). A compliant ELD solution provides visibility into and the ability to track and record mandated requirements. It automatically logs driving time and status changes to meet FMCSA Hours of Service rules under 49 CFR §395.
Digital inspection solutions centralize inspection report data, enabling you to visualize fleet compliance in easy-to-use dashboards.
Along with greater visibility, digitization enables real-time alerts for mechanical issues, failed inspections, or unsafe driving behaviors, helping you stay ahead of FMCSA violations and roadside enforcement.
2. Digitize Annual Reporting Paperwork
Maintaining annual vehicle inspection records, DVIRs, and driver files for audits and reviews can be time-consuming and error-prone. Traditional compliance workflows are paper-based, making storage, tracking, and retrieval time-consuming and difficult.
A digital inspection tool streamlines paperwork and detects compliance issues before they become problems. This allows you to standardize safety protocols and easily compile reports.
3. Prevent Maintenance Issues
Extend vehicle life and avoid costly breakdowns with remote diagnostics. While not required by DOT, remote diagnostics is a proactive way to identify engine or system faults early. It allows you to schedule maintenance tasks and receive mechanical alerts before a failure results in a roadside violation or out-of-service order.
Preventive maintenance is required under 49 CFR §396.3, and incorporating real-time data can help you stay compliant and reduce downtime.
Learn how digital inspection tools simplify compliance with the following regulations.
Keep Your Fleet DOT Compliant, Every Day
DOT regulations start with strong ELD compliance. If you want simple, stress-free HOS management and fewer violations, this guide shows you how to get there.
Download Stay Compliant with IntelliShift: ELD Solutions for Fleets of Any Size
Learn what the FMCSA expects, the pitfalls most fleets run into, and how a unified platform makes compliance one less thing to worry about.
