July 27, 2023
Best Practices for DOT Compliance
Roadside inspections are a crucial part of ensuring safety and compliance in the transportation industry. As a commercial driver, being prepared with the necessary documents during these inspections is essential. In this article you will find a comprehensive checklist of the documents you need to have on hand to demonstrate compliance and streamline the inspection process. Stay prepared and stay compliant!
I. Driver Documents Checklist:
Commercial Driver's License (CDL): Ensure your CDL is valid, and carry both the physical card and a digital copy if available. Make sure your CDL covers the type of vehicle you are operating.
Medical Examiner's Certificate: Carry a current copy of your Medical Examiner's Certificate (MEC) to prove that you meet the physical qualifications for operating a commercial vehicle.
Driver's Daily Log: Maintain a detailed record of your driving hours, breaks, and rest periods as required by Hours of Service (HOS) regulations. Ensure the log is up-to-date and accurate.
Vehicle Inspection Reports: Keep copies of your pre-trip and post-trip vehicle inspection reports for at least three months. These reports demonstrate your commitment to vehicle safety.
Record of Duty Status (RODS): If using an electronic logging device (ELD) or automatic onboard recording device (AOBRD), ensure you have a record of your RODS from the past seven days.
Hazmat Endorsement (if applicable): If you transport hazardous materials, carry your hazmat endorsement and any required documentation, such as a hazardous materials shipping papers, hazardous materials endorsement (HME) on the driver's license, proof of training, safety data sheets (SDS), and state and federal permits (if applicable).
Proof of Vehicle Inspection and Maintenance: Maintain records of regular vehicle inspections, maintenance, and repairs, including oil changes, tire rotations, and brake inspections.
II. Truck Documents Checklist:
Vehicle Registration and Insurance: Keep your vehicle's registration and proof of insurance readily accessible. Ensure both documents are up-to-date and match the vehicle you are operating.
Vehicle Title or Lease Agreement: Carry the vehicle title or a lease agreement to establish your ownership or legal right to operate the vehicle.
Annual Inspection Report: If your vehicle requires an annual inspection, carry a copy of the most recent inspection report.
Weight and Load Documentation: Maintain records of the vehicle's gross weight, axle weights, and load distribution. This includes weight tickets, scale receipts, or other relevant documentation.
Fuel and Trip Permits: If traveling through jurisdictions that require special permits or taxes, ensure you have the necessary permits for your trip.
III. Cargo Documents Checklist:
Bill of Lading (BOL): Carry a copy of the Bill of Lading, which provides details about the type, quantity, and destination of the cargo being transported.
Shipping Manifests: If carrying multiple shipments, maintain shipping manifests that list the specific details of each individual shipment.
Hazardous Materials Documentation (if applicable): If transporting hazardous materials, carry the required documentation, including a shipping paper, emergency response information, and any necessary permits.
Temperature Control Documentation (if applicable): If transporting temperature-sensitive cargo, keep records of temperature monitoring and control, such as temperature logs or reports from monitoring devices.