The Department of Transportation (DOT) and the Federal Motor Carrier Safety Administration (FMCSA) require every motor carrier to meet strict safety and documentation standards. Whether you manage one truck or a full fleet, DOT compliance protects your business from fines, shutdowns, and lost contracts.
But with regulations that change often and paperwork that piles up fast, it’s easy to miss something critical. This DOT Compliance Checklist walks through everything you need to stay compliant—plus how Foley’s digital platform can simplify the compliance review process.
DOT compliance refers to the rules and standards that ensure commercial drivers, vehicles, and carriers operate safely and legally on U.S. roads.
Key DOT regulations cover driver qualifications, medical exams, vehicle maintenance, hours of service, and controlled-substance testing. The FMCSA can audit your records at any time, so keeping everything current and accurate is essential.
Foley’s software platform keeps fleets audit-ready with automated recordkeeping, digital driver files, and real-time alerts. Request a demo to see how it works.
Driver Qualification Files (DQFs)
Every driver who operates a Commercial Motor Vehicle (CMV) must have a complete and up-to-date Driver Qualification File. Missing or incomplete documents are among the most common audit violations.
Your DQF must include:
Completed driver application
Copy of current CDL
Three-year driving history (Motor Vehicle Record)
Previous-employer verifications
Medical Examiner’s Certificate (DOT medical card)
Annual MVR and review
Annual driver-certification of violations
Foley Tip:
Foley’s digital driver file management automatically tracks document expirations and notifies you before deadlines—no binders or spreadsheets required.
All CDL drivers must maintain a valid Medical Examiner’s Certificate (MEC) issued by a certified examiner and filed with their state licensing agency.
Requirements:
Valid certificate linked to the driver’s MVR
Renewal before expiration (typically every 24 months)
Immediate updates to the carrier’s records
Foley Tip:
Foley’s DOT physical-tracking tools help ensure every driver’s medical card is current and correctly attached to their record.
An MVR reveals each driver’s licensing status and recent violations. You must run one:
At hire
Annually for each driver
Why it matters:
A license suspension or serious violation can appear anytime. Waiting a full year to check increases your risk.
Foley Solution:
Continuous MVR Monitoring alerts you the moment a new violation appears, helping you prevent accidents and protect your CSA score.
All CDL drivers in safety-sensitive positions must participate in a compliant drug and alcohol testing program.
Your program must include:
Pre-employment testing
Random testing throughout the year
Post-accident testing
Reasonable-suspicion testing
Return-to-duty and follow-up testing
You must also register with and report to the FMCSA Clearinghouse.
Foley Solution:
Foley’s Drug & Alcohol Testing Program automates random selection, scheduling, and reporting—keeping you compliant without manual tracking.
Drivers must follow federal HOS limits that regulate how long they can drive before taking required breaks.
To comply:
Use an Electronic Logging Device (ELD) to record driving time.
Retain HOS records for six months.
Regularly review logs for accuracy or falsification.
Foley Tip:
Use internal audits to compare ELD logs with dispatch and fuel data. This helps catch errors before inspectors do.
Proper vehicle care is critical to DOT compliance and safety regulations.
Carriers must:
Conduct daily pre- and post-trip inspections.
Keep proof of annual DOT inspections.
Maintain maintenance and repair records.
Why it matters:
Incomplete inspection records are a top cause of roadside violations.
Foley Tip:
Store your maintenance files digitally alongside driver records for fast retrieval during audits.
If you transport hazardous materials, additional requirements apply.
You must have:
Proper Hazmat endorsements
Training and certification records
Correct placards and shipping papers
Even if you only occasionally haul HazMat, documentation must be consistent and accessible.
The FMCSA can request your compliance documentation at any time. Poor recordkeeping is one of the fastest ways to fail an audit.
Common triggers:
New entrant audits
Accident investigations
Poor CSA scores
Complaints or violations
Foley Solution:
Foley’s compliance software keeps every record organized, secure, and accessible—helping you stay audit-ready year-round.
The FMCSA’s Compliance, Safety, Accountability (CSA) program evaluates fleets on inspection results, violations, and crashes.
Why it matters:
Poor CSA scores can raise insurance costs or cause brokers to deny loads.
Foley Tip:
Use continuous MVR monitoring and driver training to prevent violations and maintain a strong safety profile.
Compliance isn’t a one-time task. Regular training and refreshers keep your team aware of changing FMCSA rules.
Recommended actions:
Conduct periodic driver-safety meetings.
Review DQFs quarterly.
Update internal policies annually.
Fostering a culture of compliance ensures small problems never grow into violations.
|
Violations |
Potential Fine |
|
Operating without a valid medical card |
Up to $5,000 per driver |
|
Incomplete DQF or missing documents |
$1,000 per day (per violation) |
|
Failing to register with the Clearinghouse |
$5,833 |
|
Falsified logs |
Up to $11,000 |
|
Operating without a valid CDL |
Up to $10,000 |
Proactive monitoring can eliminate most of these risks before they occur.
Foley’s automation helps you prevent costly fines and protect your business. Schedule a demo to see how.
Foley’s all-in-one platform brings every compliance requirement—driver files, MVRs, drug testing, and medical certificates—into one secure system.
Key benefits:
Real-time alerts for expiring documents
Automated DQF updates
Continuous MVR monitoring
Drug and alcohol testing management
Audit-ready record storage
With Foley, compliance happens automatically—so you can focus on running your fleet, not chasing paperwork. Request a demo
What does DOT compliance mean?
It covers FMCSA regulations governing driver qualification, vehicle maintenance, hours of service, and drug and alcohol testing.
Do small fleets need DOT compliance programs?
Yes. If your vehicles meet CMV criteria, you’re subject to FMCSA rules regardless of fleet size.
How long should you keep records?
Most records must be retained for at least three years; drug and alcohol testing records for five.
What happens during a DOT audit?
An auditor reviews DQFs, testing programs, maintenance logs, and hours of service to verify compliance. Digital records simplify the process.
Stay one step ahead of your next audit. Foley’s DOT and FMCSA Compliance Checklist gives you a simple, step-by-step way to track every requirement—from driver files to drug testing—in one place.
Stay compliant. Stay protected. Keep your business moving forward.