When it comes to running a compliant and successful transportation business, being prepared for a Department of Transportation (DOT) audit is non-negotiable. A DOT audit can happen unexpectedly and, if you’re not ready, it can lead to costly fines, lost business, or even the suspension of your operating authority.

At Prime Fleet Management, we’ve helped countless trucking companies avoid these pitfalls. Whether you’re a new entrant or a seasoned carrier, this ultimate checklist will help you stay ahead and stress-free when the DOT comes knocking.

✅ 1. Maintain Up-to-Date Driver Qualification Files (DQFs)

  • Ensure each driver’s file includes:
  • Completed application for employment
  • Valid CDL and medical certificate
  • Motor Vehicle Record (MVR)
  • Background checks and safety performance history
  • Drug and alcohol testing results

Pro Tip: Regularly audit these files—missing documents are one of the most common DOT violations.

✅ 2. Implement a Compliant Drug & Alcohol Testing Program

  • FMCSA regulations require:
  • Pre-employment drug testing
  • Random testing
  • Post-accident and reasonable suspicion testing
  • Failure to follow testing protocol is a major red flag for auditors.

✅ 3. Log and Track Hours of Service (HOS) Accurately

  • Ensure all drivers use compliant ELDs (Electronic Logging Devices)
  • Monitor for violations like driving beyond the 11-hour or 14-hour limits
  • Keep 6 months of log data and supporting documents
  • A simple logbook mistake can trigger penalties, so stay vigilant.

✅ 4. Conduct Regular Vehicle Inspections and Maintenance

  • Maintain records of daily driver inspections
  • Keep maintenance and repair logs up-to-date
  • Document any corrective actions
  • Your fleet’s safety depends on it—and so does your DOT score.

✅ 5. Keep Accurate Records of Insurance and Permits

  • Maintain proof of insurance at all times
  • Ensure you have valid IRP, IFTA, UCR, and other applicable permits
  • Keep documentation organized and easily accessible

✅ 6. Stay on Top of Safety Scores and CSA Compliance

  • Monitor your Compliance, Safety, Accountability (CSA) scores:
  • Unsafe driving
  • Hours-of-service compliance
  • Vehicle maintenance
  • Controlled substances/alcohol
  • Don’t wait for a violation to damage your reputation or trigger an investigation.

✅ 7. Schedule Internal Audits & Compliance Reviews

  • Conduct your own internal audits to catch issues before the DOT does. This proactive approach helps you:
  • Identify gaps
  • Fix compliance problems
  • Train your staff

Bonus: Let the Experts Handle It For You

Preparing for a DOT audit takes time, experience, and ongoing attention to detail. At Prime Fleet Management, we take the guesswork out of compliance.

We offer:

  • Comprehensive DOT audit preparation
  • Driver file management
  • Drug & alcohol consortium services
  • Fleet compliance solutions
  • And much more!

🚛 Ready for Peace of Mind?

Don’t wait until you’re under the microscope. Contact Prime Fleet Management today and let our experts help you stay compliant, efficient, and audit-ready.

📞 Call us or visit https://primefleetmanagement.com to get started.