Staying compliant with DOT regulations is about having a safe, operational, and legal fleet of vehicles on the road. There are loads of moving pieces, so it’s understandable to feel overwhelmed by OSHA safety requirements to report non-compliance.
With a few proper practices in place, you can stay ahead of the game and avert fines or unnecessary downtime.
Here is a nice, simple list of best practices so you can be DOT compliant, all year round.
1. Keep Driver Qualification Files Updated
Driver files are the first thing to have in regard to the DOT audit. Your records must be accurate and up-to-date. First, every driver must possess a valid commercial driver’s license, medical examiner’s certificate, and clear driving record.
Many fleets use DOT compliance services that can help implement and organize records behind the scenes; they help to keep the file complete and help to ensure no records are forgotten.
Do not wait until your audt, to check these. Create a reocurring reminder on your calendar and review these file regularly; your records are your first line of defense.
It’s important to note that any missing or expired documentation will raise eyebrows with DOT inspectors and are easily avoidable with a pro-active effort to organize.
2. Stay on Top of Vehicle Inspections
Daily inspections on a vehicle are not optional. Every day a driver is on the road, drivers must complete a pre-trip inspection, then a post-trip inspection when they make it home.
Inspection reports are to ensure that all issues are detected and repaired before an accident or violation occurs.
Drill to drivers to not simply check a box, but to inspect all items listed; lights, brakes, tires, mirrors; everything. If an issue is identified, it must be repaired after detailing in the inspection report, and documented to repair the vehicle before it goes back on the road.
3. Schedule Preventive Maintenance
The only way to stay compliant is to schedule preventive maintenance is to hope a problem doesn’t present itself or waiting for something to break. A strong preventive maintenance program will contribute to minimizing breakdowns, and staying compliant with DOT regulations.
Make sure to follow the manufacturer’s maintenance schedule for every vehicle. After a vehicle reaches a certain amount of distance, or after a certain period of time, an oil change, brake check, tire rotation, etc. should be documented with a date and time to show compliance. Mechanics should document every repair, no matter how small.
4. Monitor Hours of Service (HOS)
Driving tired is dangerous. Driving fatigued is a major DOT violation. That is why regulations regarding hours of service exist. Electronic Logging Devices (ELDs) make compliance easier to maintain, but only if you are monitoring the logs as they are being used.
Confirm that drivers are actually logging their activities accurately and that they understand the HOS rules. Look for patterns that may indicate a problem; such as over usage or frequent violations.
Staying DOT compliant in this area will ultimately help protect your drivers and your CSA scores.
5. Conduct Random Drug and Alcohol Testing
DOT regulations require drug/alcohol testing for all CDL drivers for pre-employment, random, and post-accident. If you neglect to do the proper testing and regulations, you get to enjoy hefty fines and liability issues.
Keep an active list of eligible drivers and ensure your random testing is occurring in a random manner. When you test, ensure your records demonstrate each testing episode, including results and follow tests, if applicable.
6. Audit Your Records Regularly
Using the “wait until something happens to check my compliance records” approach is equivalent to driving by looking through closed eyes. Internal audits need to become part of your monthly/quarterly routine.
You should audit everything; driver files, maintenance records, inspection files, HOS regulatory files, and drug testing files. In 2024, there were approximately 3 million roadside inspections of commercial motor vehicles.
A staggering 530,000+ out of service violations were discovered in those inspections. And, it’s much easier (and cheaper) to fix little problems early, rather than deal with administrative fines or out of service orders down the road.
7. Train Your Team on Compliance Requirements
Your drivers and mechanics cannot abide by rules they do not understand. Periodic training sessions will ensure everyone knows what rules, expectations, and the current regulations are.
Train everyone at least once a year, or when there is a regulations update. Get everyone to break out of their monotony and make your training lively and practical.
Your audience will better remember an example from a previous year, not a slide in a 250-slide PowerPoint with 249 slides of legalese.
8. Use Technology to Stay Organized
It is a competitive disadvantage to alleviate compliance on paper. There are tools designed for compliance to help fleets monitor maintenance files, driver files, ELD files, and inspect and include inspection files.
Whether you utilize a dedicated fleet management system or a collection of digital tools, ensure all documentation is held in one location. The easier records are to extract, the better your audits will go and the more quickly you can respond to missing or deficient documentation.
Final Thoughts
Having a DOT-compliant fleet should not be a constant agony. The good news is, with proper habits and systems implemented, you can have a fleet that is safe, legal, and operational.
Start with these best practices, stay consistent, and almost certainly improve on habitual compliance, etc. bottom line: DOT compliance is more than a checklist. DOT compliance is at the core of being a responsible and successful fleet!