Every document FMCSA auditors look for -- organized by fleet size and operation type
- Select fleet size (1-10, 11-50, or 50+ vehicles) and operation type
- Check off documents as you gather them -- progress saves automatically
- Copy the report, share the link, or print it for your compliance files
Proof: Covers 6 compliance categories, 42 documents, and CFR regulation references
Get a personalized list of every document needed for a DOT compliance review -- based on your fleet size and whether you operate interstate or intrastate.
- Covers driver qualification files, hours of service records, vehicle maintenance, drug and alcohol testing, insurance and registration, and accident documentation.
- Each item references the specific CFR regulation (49 CFR 391, 395, 396, 382, 387, 390) so you know exactly what the auditor is checking.
- Adapts to your fleet: intrastate carriers see a streamlined list without interstate-only requirements like IRP, IFTA, and UCR.
Free, no signup, and your progress saves automatically in your browser.
A DOT audit reviews your entire safety management program -- driver files, vehicle maintenance records, hours of service logs, drug testing compliance, and accident history. Missing a single required document can result in violations, fines, or an out-of-service order. This tool builds a complete preparation checklist tailored to your operation so nothing falls through the cracks.
Free, no signup, and progress saves in your browser until you need it.
Compliance checklist
Select your fleet size and operation type below. Check off documents as you gather them.
Disclaimer: This checklist is for informational purposes only and does not constitute professional compliance advice. DOT/FMCSA regulations change frequently and requirements vary by operation type and jurisdiction. Consult a qualified safety consultant or compliance professional for audit preparation specific to your fleet.
Last updated: January 2026
Showing 40 documents for Small (1-10 vehicles) fleet with Interstate operations
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Organize fleet compliance documents automatically
Collecting DQ files, DVIRs, drug test results, and insurance certificates from drivers and vendors? Drop them into renamed.to. The AI reads each document, extracts the driver name, document type, and date, and renames everything into a clean folder structure -- ready for your next DOT audit.
Why DOT audit preparation matters
An FMCSA compliance review examines every aspect of your safety program. Carriers who prepare systematically pass cleanly. Those who scramble face violations.
Avoid fines up to $16,000 per violation
Individual FMCSA violations carry fines up to $16,000 per day. Pattern violations can reach $500,000. Missing driver qualification files, incomplete maintenance records, and drug testing gaps are the most common findings. A checklist ensures every required document is in place before the auditor arrives.
Maintain your CSA score
Your Compliance, Safety, Accountability (CSA) score determines whether shippers will work with you. A failed audit or pattern of violations pushes your score into intervention territory, costing you contracts. Systematic documentation keeps your score clean and your authority active.
Protect your operations
The most serious violations result in an out-of-service order -- your trucks stop rolling until every issue is corrected. For small and medium fleets, even a few days of downtime can threaten the business. Proactive compliance is cheaper than reactive enforcement.
Preparing for a DOT audit? Auto-organize your fleet compliance documents as they come in.
Drop DQ files, DVIRs, inspection reports, drug test results, and insurance certificates into renamed.to. The AI reads each document, extracts the driver name, document type, and date, and organizes everything into a clean compliance folder structure -- ready for your next audit.
50 free renames, no credit card required.
Frequently asked questions
What triggers a DOT audit?
DOT audits can be triggered by several factors: a new carrier audit (within the first 18 months of receiving operating authority), a high crash rate, a complaint from the public, a roadside inspection with serious violations, a poor CSA score, or random selection. Carriers involved in a fatal accident are almost always audited.
How long do I need to keep DOT compliance records?
Retention periods vary by document type. Driver qualification files must be kept for 3 years after the driver leaves. Hours of service records must be retained for 6 months. Annual vehicle inspections for 14 months. Accident records for 3 years. Drug and alcohol test records range from 1 to 5 years depending on the type. When in doubt, keep records longer than the minimum requirement.
What about the ELD mandate?
The ELD mandate requires most commercial motor vehicle drivers to use electronic logging devices to record hours of service. Exemptions exist for short-haul drivers (within 150 air-mile radius), drivers of vehicles manufactured before model year 2000, and certain agricultural operations. If you claim an exemption, you must have documentation proving you qualify.
What are the penalties for DOT non-compliance?
Penalties range from fines to complete shutdown. Individual violations can carry fines up to $16,000 per violation per day. Pattern violations can result in fines up to $500,000. Serious safety violations can result in an out-of-service order, which shuts down the carrier or specific vehicles until violations are corrected. Criminal penalties apply for the most serious violations.
How often should I update my compliance files?
Some documents require continuous updates: driver vehicle inspection reports are daily, hours of service records are ongoing, and maintenance records should be updated with every service. Other documents have annual cycles: motor vehicle records, annual driving record reviews, Clearinghouse queries, and annual vehicle inspections. Review your entire compliance program at least quarterly to catch gaps before an auditor does.
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