Every motor carrier that operates commercial vehicles in the United States must meet a series of federal safety standards set by the U.S. Department of Transportation (DOT) and enforced by the Federal Motor Carrier Safety Administration (FMCSA). These rules and regulations—collectively known as DOT regulatory compliance—exist to keep roads safe and hold carriers accountable for driver qualification, vehicle maintenance, and drug and alcohol testing.
For many fleets, though, compliance feels less like a safeguard and more like a juggling act. Regulations shift, documentation piles up, and staying audit-ready can feel like a full-time job. But compliance doesn’t have to be an endless cycle of paperwork. Modern digital solutions, like Foley’s compliance platform, automate critical processes so you can focus on what truly matters: running a safe, efficient, and profitable operation.
Request a demo to see how Foley helps fleets simplify compliance and stay ahead of DOT requirements.
Staying compliant means managing several moving parts. Each area carries specific recordkeeping requirements and risks if neglected. Understanding these key pillars helps your business maintain safety, minimize fines, and build trust with customers and regulators alike.
1. Driver Qualification Files (DQFs)
At the heart of DOT compliance is your Driver Qualification File—a detailed record that confirms every driver you employ is safe, healthy, and legally permitted to operate a commercial motor vehicle.
Your DQF must include a driver’s employment application, CDL copy, three-year driving history, prior employer verifications, medical card, and annual MVR review. Each item must be accurate, current, and available upon request.
Why it matters: Missing documents or expired records are among the top violations discovered during FMCSA audits.
How Foley helps: Digital commercial driver files automate recordkeeping and issue alerts before documents expire. Instead of flipping through binders, you’ll see a clear dashboard showing which files are complete, which are due for review, and where risk is increasing.
2. Hours of Service (HOS) Compliance Requirements
Driver fatigue remains one of the most common causes of accidents. That’s why FMCSA limits how long drivers can stay behind the wheel without rest.
To maintain compliance compliant, fleets must ensure all drivers use Electronic Logging Devices (ELDs), maintain six months of log data, and review records regularly for falsification or misuse.
These regulatory requirements can be time-consuming, but maintaining accurate HOS records is vital. It protects not only your compliance score but also your reputation as a safety-first operation.
Foley helps fleets develop efficient processes for reviewing logs and training drivers to stay compliant—without adding administrative burden.
3. Vehicle Maintenance and Inspections
Your vehicles are the backbone of your operation, but they’re also one of the most visible compliance risks. Faulty equipment, missed inspections, or incomplete records can lead to costly roadside violations and downtime.
To comply with DOT regulations, fleets must perform daily pre- and post-trip inspections, complete annual inspections, and retain maintenance and repair logs for every unit.
Foley’s digital system keeps your vehicle inspection reports and service documentation in one place, so you’re always ready for review. You’ll know when inspections are due, and auditors can access your files instantly without digging through folders or spreadsheets.
4. DOT Drug and Alcohol Testing
Drug and alcohol testing ensures that drivers performing safety-sensitive functions are fit for duty. A single violation can jeopardize your DOT standing and your insurance rates.
DOT requires testing at several points: pre-employment, random, post-accident, reasonable suspicion, and return-to-duty. All results must be logged, stored, and reported to the FMCSA Clearinghouse.
How Foley helps: The drug and alcohol testing program manages random selections, schedules tests automatically, and uploads results directly. Foley even tracks compliance with Clearinghouse reporting to eliminate manual oversight and reduce risk.
5. Medical Certifications
A driver’s Medical Examiner’s Certificate (MEC) confirms their physical ability to operate a commercial vehicle safely. It must be issued by a certified examiner and filed with the driver’s state licensing agency.
Expired or missing medical certificates are one of the fastest ways to fail a DOT audit.
Foley’s automated medical card tracking alerts both drivers and managers when renewals are due, helping you avoid out-of-service violations and ensuring that every driver’s record is complete and linked to their MVR for compliance with the National Registry II
If your fleet hauls hazardous materials, additional federal regulations under 49 CFR 172.704 apply. These include registration, documentation, and driver training requirements that ensure proper labeling, packaging, and emergency readiness.
Hazmat compliance isn’t just about documentation, it’s about preparation. Proper training protects your drivers and the communities they serve. Foley’s compliance services experts help you maintain up-to-date records and training certifications for every Hazmat-endorsed driver, simplifying audits and renewals.
DOT audits can happen with little warning, often triggered by crashes, complaints, or poor CSA scores. Auditors will examine every aspect of your operation, from driver records to maintenance logs.
The key to surviving an audit is preparation. That means having accurate records, easy retrieval, and proactive monitoring.
Compliance is critical, and Foley’s platform ensures that all your compliance documentation is centralized and up to date with new regulations. If the DOT requests your files, you can produce them in minutes—not days.
One Foley customer, Lindenmeyr Munroe, improved their compliance rating from the mid-70s to the mid-90s in just a quarter by standardizing records and introducing automated alerts. Read the full case study →
FMCSA regulations aren’t static. They evolve as technology, safety priorities, and industry risks change.
Recent updates include:
Failing to stay current can mean falling out of compliance without realizing it. That’s why Foley continuously tracks FMCSA updates and adapts its workflows—so your program automatically reflects the latest rules without requiring constant manual changes.
Beyond FMCSA requirements, carriers operating across state lines must also comply with the International Fuel Tax Agreement (IFTA) and International Registration Plan (IRP).
These programs ensure proper fuel tax payment and registration across multiple jurisdictions. While they aren’t part of FMCSA safety rules, they’re essential to a complete compliance strategy.
Fleets must record mileage and fuel purchases per state, file quarterly IFTA reports, and renew IRP apportioned plates annually.
Foley helps you consolidate records in one system, reducing manual data entry and cutting hours from your quarterly reporting process.
For specialized fleets, such as construction, concrete pumping, or utilities, compliance goes beyond the basics. Drivers may require multiple endorsements, specialized training, or documentation for oversize or overweight loads.
Foley supports these industries with tailored tools and safety and compliance checklists. Construction fleet Aero BridgeWorks, for example, achieved 100% compliance and saved more than $40,000 annually by automating file management and renewals. Read the full case study →
Foley’s platform checks every box. It’s built specifically for regulated fleets that want confidence, not complexity.
Staying compliant with DOT regulations isn’t just about avoiding fines—it’s about protecting your business. A single violation can impact your insurance rates, damage your reputation, or even result in lost contracts.
Common penalties include:
Out-of-service orders for unsafe drivers or vehicles
Loss of operating authority for repeated offenses
Strong compliance programs build credibility with brokers, insurers, and regulators. They also help you attract and retain skilled drivers who want to work for safe, reliable companies.
Foley’s platform makes this possible through automation, visibility, and a consistent structure for every compliance task.
Foley’s all-in-one platform unites your compliance operations into one streamlined system. You’ll eliminate data silos, reduce vendor sprawl, and gain real-time insight into your fleet’s safety posture.
With Foley’s compliance software, you can:
Consolidate driver qualification files, drug testing, and MVR monitoring.
Automate alerts for renewals and expirations.
Monitor compliance metrics from a single dashboard.
Stay audit-ready with clean, digital records accessible anytime.
If managing compliance feels reactive, it’s time to shift to a proactive strategy. Foley’s platform was built for safety-driven companies that want to reduce risk and simplify operations.
Automate repetitive compliance tasks.
Eliminate paperwork and outdated manual systems.
Access accurate, up-to-date data anytime.
Protect your business, your drivers, and your reputation with confidence.
Looking for solution to help you stay DOT compliant? Request a demo to see how Foley helps fleets meet DOT regulatory compliance standards with ease.