Staying DOT-compliant is one of the most critical ongoing responsibilities for any motor carrier. FMCSA compliance failures can result in out-of-service orders, fines, and damage to your CSA safety score. This checklist covers the core compliance areas every carrier must manage.
Driver Qualification File (DQ File) Checklist
Every commercial driver must have a complete Driver Qualification file maintained by the carrier. FMCSA regulations (49 CFR Part 391) specify what must be in each file:
- Completed driver application form
- Copy of current Commercial Driver's License (CDL)
- Current Medical Examiner's Certificate (DOT physical)
- Motor Vehicle Record (MVR) from each state where licensed in past 3 years
- Road test certificate or equivalent CDL documentation
- Previous employer safety performance history inquiries (3 years)
- Drug and alcohol testing results (pre-employment)
- Annual review of driving record
- Annual driver's certification of violations
How Tacit OS handles this
In the app
Tacit OS gives each driver a digital DQ file: upload the CDL, medical card, MVR, application, and clearinghouse results, and the app flags missing documents and sends expiry alerts before the medical card or annual review lapses.
Done for you
Prefer to hand it off? A Tacit Logistics specialist builds and audits every DQ file for you, chasing down missing records and keeping each one inspection-ready.
Hours of Service (HOS) Compliance Checklist
FMCSA Hours of Service rules limit how many hours a commercial driver can be on duty and driving. Key limits for property-carrying drivers:
- 11-hour driving limit (after 10 consecutive off-duty hours)
- 14-hour on-duty window (driving must occur within first 14 hours after coming on duty)
- 30-minute break requirement (after 8 cumulative hours of driving)
- 60/70-hour weekly limit (60 hours in 7 days or 70 hours in 8 days)
- 34-hour restart provision (resetting weekly limit with 34+ consecutive off-duty hours)
ELD devices must be registered with the FMCSA and maintained in proper working order. Paper logs are only permitted in limited exemption situations.
How Tacit OS handles this
In the app
Tacit OS monitors HOS and ELD logs so you can spot driving-limit, 14-hour-window, and 30-minute-break violations before they become CSA points.
Done for you
Prefer to hand it off? A Tacit Logistics specialist reviews your HOS records and ELD compliance as part of ongoing DOT compliance management.
DVIR (Driver Vehicle Inspection Report) Checklist
Drivers must complete a Driver Vehicle Inspection Report (DVIR) at the beginning and end of each day. Each DVIR must cover:
- Service brakes, including trailer brake connections
- Parking brake
- Steering mechanism
- Lighting devices and reflectors
- Tires
- Horn
- Windshield wipers
- Rear vision mirrors
- Coupling devices
- Wheels and rims
- Emergency equipment (triangles, fire extinguisher, fuses)
If defects are noted, they must be repaired before the vehicle operates. The carrier must retain DVIR records for at least 3 months.
How Tacit OS handles this
In the app
Drivers capture pre- and post-trip DVIRs right in Tacit OS, defects route to the right reviewer, and reports are retained digitally so the required records are always on hand.
Vehicle Maintenance Checklist
FMCSA regulations require carriers to maintain a systematic inspection, repair, and maintenance program for all vehicles. Required records include:
- Periodic inspection records (annual inspection required for CMVs)
- Maintenance and repair history per vehicle
- Tire condition records
- Brake adjustment and condition records
- Vehicle identification documentation
How Tacit OS handles this
In the app
Tacit OS schedules periodic and annual inspections, logs every repair against the vehicle, and reminds you when service or the next inspection is due so your maintenance records stay complete.
Drug and Alcohol Testing Checklist
Motor carriers must maintain a drug and alcohol testing program that complies with 49 CFR Part 382. Required testing includes:
- Pre-employment testing (before first safety-sensitive function)
- Random testing (minimum annual rate: 50% for drugs, 10% for alcohol)
- Post-accident testing (when accidents meet certain thresholds)
- Reasonable suspicion testing
- Return-to-duty and follow-up testing
Carriers must also query the FMCSA Drug and Alcohol Clearinghouse before hiring CDL drivers and annually for current drivers.
How Tacit OS handles this
In the app
Tacit OS tracks your drug and alcohol testing program, storing pre-employment, random, and post-accident results and flagging when annual clearinghouse queries are due.
Done for you
Prefer to hand it off? A Tacit Logistics specialist manages your testing program and clearinghouse queries as part of driver compliance.
CSA Score Monitoring Checklist
Your CSA (Compliance, Safety, Accountability) score reflects your safety performance across 7 behavioral categories. Monitor your score regularly:
- Unsafe Driving (speeding, reckless driving violations)
- Hours-of-Service Compliance
- Driver Fitness (medical, CDL violations)
- Controlled Substances/Alcohol
- Vehicle Maintenance
- Hazardous Materials Compliance (if applicable)
- Crash Indicator
How Tacit OS handles this
In the app
Tacit OS monitors your CSA scores across the BASIC categories so you can see which behaviors are dragging your safety profile and act before they escalate.
Done for you
Prefer to hand it off? A Tacit Logistics specialist runs safety and CSA audits, identifies what is driving your scores, and builds a plan to bring them down.
Carrier Registration Renewals
Several registrations require annual renewal. Set reminders for:
- UCR (Unified Carrier Registration): Annual, opens October 1 for the following year
- IFTA license: Annual renewal, typically January 1
- 2290 Heavy Vehicle Use Tax: Annual, due August 31 (for vehicles first used in July)
- Driver medical certificates: Typically every 24 months (more frequently for certain conditions)
- Annual vehicle inspections: Required annually for each CMV
How Tacit OS handles this
In the app
Tacit OS sends MCS-150 and UCR renewal reminders and tracks medical-card and annual-inspection expirations so no deadline slips by.
Done for you
Prefer to hand it off? A Tacit Logistics specialist handles your UCR and MCS-150 renewals for you as part of new carrier setup and ongoing management.
Roadside Inspection Readiness
At any DOT roadside inspection, your driver should have access to:
- Current IFTA license and decals
- Registration documents for the vehicle and trailer
- Current medical examiner's certificate
- ELD or log books (HOS records for last 8 days)
- Inspection report from last 24-hour period
- Hazmat documentation if applicable
How Tacit OS handles this
In the app
With document storage and expiration alerts in Tacit OS, drivers can pull up medical certificates, registrations, and recent HOS and inspection records on demand, keeping everything roadside-inspection-ready.
Done for you
Prefer to hand it off? A Tacit Logistics specialist keeps your compliance documents organized and current through ongoing DOT compliance management.