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DOT Audit Readiness Checklist (2025)

40 items across 7 FMCSA audit categories. Plain language, built for owner-operators. Print this page or save it — use it to confirm your fleet is audit-ready.

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1. Driver Qualification Files

CDL copy on file for every driver
Medical examiner certificate current and not expired
Motor vehicle record (MVR) obtained within past 12 months
Employment application on file
Road test certificate or equivalent on file
Previous employer inquiry letters sent and documented
Annual driver review completed
Clearinghouse pre-employment query run within 3 days of hire
Annual Clearinghouse limited query run for each driver

2. Hours of Service (HOS)

ELD mandate compliance confirmed (or exemption documented)
Driver logs or ELD records retained for 6 months
HOS violations addressed and documented
Drivers understand 11-hour driving limit (property-carrying)
Drivers understand 14-hour on-duty window
30-minute break requirement observed when applicable
70-hour/8-day (or 60-hour/7-day) limit tracked

3. Vehicle Inspection & Maintenance

Annual inspection completed within past 12 months
Annual inspection report retained
Pre-trip and post-trip inspection forms completed daily
Defects reported and repaired before dispatch
DVIR (Driver Vehicle Inspection Report) on file
Maintenance records retained per FMCSA requirements

4. Drug & Alcohol Testing Program

Written D&A policy in place and provided to all drivers
Pre-employment drug test completed before CDL driver operates
Random testing program in place (meets FMCSA percentages)
Post-accident testing protocol documented and followed
Reasonable suspicion training completed for all supervisors
Testing records retained for required periods
FMCSA Clearinghouse employer registration active

5. Insurance & Financial Responsibility

Minimum liability insurance on file (Form MCS-90 or equivalent)
Insurance certificates current and not expired
Cargo insurance in place if required

6. Operating Authority & Registration

USDOT number active and updated in FMCSA portal
Operating authority (MC number) active if required
Biennial MCS-150 update filed on time
Vehicle registrations current for all units

7. Safety Management

Accident register maintained (accidents in past 3 years)
Accident register includes all required data fields
Driver safety policies documented and distributed
Driver training records on file
Hazmat compliance confirmed if transporting hazmat

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