Managing a commercial fleet means facing DOT audits as part of doing business. Whether you’re an owner-operator or oversee a large fleet, preparation is critical. Failing a DOT audit can result in steep penalties, including losing operating authority or being placed out of service.

In this updated guide, we’ll share useful strategies to prepare for a DOT audit, highlight recent FMCSA regulatory updates, and show how fleet management technology like Motive can streamline compliance efforts.

What is a DOT audit?

The DOT audit ensures that fleets comply with federal safety regulations. It’s conducted by the Federal Motor Carrier Safety Administration (FMCSA) to identify carriers with safety risks. Audits can be triggered by poor CSA scores, complaints, or at random.

There are two main types of audits:

Failing a DOT audit can result in fines, suspension of operations, or even revocation of your USDOT number.

Updated categories of a DOT audit

Audits focus on the six regulatory categories below. Staying updated on recent regulatory changes can give you an edge in passing your audit.

1. General:

  • Proof of adequate insurance coverage is mandatory.
  • The FMCSA recently clarified that insurance levels for non-hazardous freight remain at a minimum of $750,000, while hazmat carriers may need up to $5 million in coverage.

2. Driver Records:

  • Maintain up-to-date CDL licenses and records of drug and alcohol testing.

3. Hours of Service (HOS):

  • The DOT now accepts electronic logging device (ELD) records exclusively for HOS compliance. Paper logs are no longer permitted unless under specific exemptions.

4. Vehicle Maintenance:

  • Keep detailed records of annual DOT inspections, preventive maintenance schedules, and driver vehicle inspection reports (DVIRs).

5. Hazardous Materials:

  • Stay current with training requirements for drivers transporting hazardous materials.
  • As of 2022, FMCSA requires carriers to integrate updated hazmat security protocols into their operations.

6. Accidents:

  • Log all reportable crashes involving injuries, fatalities, or vehicle towing.

How to prepare for a DOT audit

1. Create a Centralized Compliance System

Organizing your records is critical. Use fleet management technology to create a digital repository for documents, including:

  • Insurance policies
  • Driver qualification files
  • Pre-employment drug and alcohol test results
  • Maintenance logs

2. Stay Proactive with CSA Scores

Monitor CSA scores regularly using tools like Motive’s automated compliance software. Identifying and addressing violations early can help you stay compliant and prevent audits. 

3. Train Drivers Thoroughly

Invest in driver safety training and make sure your drivers understand compliance requirements, such as proper logbook entries and DVIRs.

4. Conduct Regular Internal Audits

Schedule routine internal audits to identify gaps in compliance. Compare your processes against FMCSA regulations to avoid surprises during an official review.

5. Leverage ELD and Maintenance Technology

ELDs like the one from Motive automate log tracking, flag HOS violations, and simplify log submissions. Similarly, fleet maintenance software helps you stay on top of vehicle inspections and repairs.

Updated DOT audit checklist

Use this checklist to ensure you’re prepared for an audit:

  • FMCSR Copy: Keep an updated digital or physical copy of FMCSA regulations.
  • MCS-90 Form: Verify that your insurance meets federal requirements 
  • Driver Logs: Make sure that six months of ELD-compliant logs are readily accessible
  • Vehicle Maintenance Records: Retain records for one year while the vehicle is active and six months after decommissioning.
  • Pre-Employment Drug Tests: Document pre-employment and random drug and alcohol testing results.
  • Accident Reports: Maintain a log of all accidents involving CMVs, as required by FMCSA.
  • Hazmat Security Plan: For carriers transporting hazardous materials, update your security plan per FMCSA guidelines.

Avoiding automatic audit failures

Certain violations result in automatic audit failure. These include:

  • Operating without adequate insurance
  • Using a driver without a valid CDL
  • Operating a CMV declared out of service
  • Failing to conduct or document random drug and alcohol tests

Review FMCSA guidelines frequently to avoid non-compliance in these areas.

How Motive can help you pass a DOT audit

Motive simplifies DOT audit preparation with intuitive tools for fleet managers and drivers.

For fleet managers:

  • Compliance Hub: Monitor compliance health, track CSA scores, and resolve violations efficiently with Motive’s automated platform.
  • Log Downloading: Filter and export driver logs and inspection reports instantly (Motive Resources).

For drivers:

  • The Motive Driver App: View, sign, and submit DVIRs effortlessly. Streamline inspection processes and maintain accurate records.

With Motive, you can keep all compliance-related documentation in one place, reducing the risk of missing critical information during an audit.

Conclusion

Preparing for a DOT safety audit can feel overwhelming, but with the right strategies and tools, it’s manageable. By staying organized, keeping up with regulatory updates, and leveraging fleet management technology like Motive, you can approach your next audit with confidence.

Take the stress out of DOT audits with Motive’s compliance solutions

Ready to simplify your audit preparation? Motive offers powerful tools to keep your fleet compliant and efficient.

Schedule a demo today and see how Motive can support your compliance goals.