Small-carrier DOT
compliance checklist.

This is an educational organization checklist, not a complete statement of legal requirements or a compliance certification. What applies depends on your operation, vehicles, drivers, cargo and states. Confirm current official guidance before acting.

Use the printable copy to flag what needs attention, then write down who owns the next step and where the supporting record belongs. No account or email address is needed to download it.

Your carrier.

1. REVIEW 01

   Define your operation.

   Note interstate or intrastate activity, vehicle types, cargo and whether your drivers operate vehicles requiring a CDL. An in-state trip can still be part of interstate commerce. Confirm the federal and state requirements that apply to your actual work.

   FMCSA: interstate and intrastate commerceFMCSA Motor Carrier Safety Planner

2. REVIEW 02

   Review your carrier details.

   Check your legal name, contact information, USDOT record and operating details against the current official registration record. Keep a reference copy and a list of anything to update. Use FMCSA’s current Motus guidance for the official process.

   FMCSA: temporary biennial-update relief

3. REVIEW 03

   Record your normal MCS-150 schedule.

   Use FMCSA’s USDOT-number-based schedule, then check the current temporary-relief notice above. Updating your USDOT registration with FMCSA is free. Keep the confirmation with your carrier records.

   FMCSA: registration update scheduleFMCSA: temporary biennial-update relief

4. REVIEW 04

   Check UCR applicability and year.

   Use UCR’s official decision guide before assuming registration applies. Record the correct registration year and keep the receipt. A USDOT number or a small truck count alone does not settle whether you need to register.

   UCR: Do I need to register?

Your drivers.

1. REVIEW 05

   Organize covered drivers’ qualification files.

   For drivers subject to Part 391, compare each file with FMCSA’s checklist. Review applicable application, qualification, medical and background documents, along with exceptions and document-specific retention periods.

   FMCSA: driver qualification filesFMCSA: driver qualification file checklist (PDF)

2. REVIEW 06

   Check initial MVR inquiries.

   Where Part 391 applies, review required inquiries to states in which the driver held a license during the preceding three years. Check initial-hire timing and exceptions. A recurring annual reminder does not replace the initial inquiry.

   FMCSA: driver qualification file checklist (PDF)

3. REVIEW 07

   Schedule the annual MVR review.

   For drivers subject to the annual-review rule, obtain and review an updated driving record at least every 12 months. Keep the reviewer’s name and review date with the record. MVR reviews and Clearinghouse queries are separate tasks.

   FMCSA: driver qualification file checklist (PDF)

4. REVIEW 08

   Track license and medical dates.

   Record each covered driver’s applicable license and medical-certification expiration dates and required verification records. Use the actual dates and applicable CDL or non-CDL rules; do not assume every medical certification lasts two years.

   FMCSA: driver qualification files

5. REVIEW 09

   Review Clearinghouse queries and consent.

   For drivers covered by Parts 383 and 382, confirm a full pre-employment query before safety-sensitive work and a query at least every 12 months. Limited queries need general consent outside the Clearinghouse; full queries need specific electronic consent in it. Follow the official rules if a limited query identifies records.

   Clearinghouse: queries and consent

6. REVIEW 10

   Confirm drug and alcohol program duties.

   Where Part 382 applies, review testing-program responsibilities separately from queries. Owner-operators have employer and driver duties; a self-employed CDL driver must designate a C/TPA for Clearinghouse reporting. A Clearinghouse query is not a drug test.

   FMCSA: drug and alcohol testing programClearinghouse: driver and owner-operator FAQs

Your records.

1. REVIEW 11

   Locate vehicle and hours-of-service records.

   Identify where applicable inspection, repair, maintenance and duty-status records are kept. Review the official requirements and exceptions for your operation. This worksheet does not replace inspections, a maintenance program or an hours-of-service review.

   FMCSA: inspection, repair and maintenanceFMCSA: hours of service

2. REVIEW 12

   Give each next step an owner.

   As an organization practice, note who is responsible, the next verified date and where proof is stored. Keep submission receipts and completion history separate from reminders or checked boxes. Keep sensitive driver records in an appropriately restricted system.

Turn the list into a next step.

Start with anything you cannot verify. Write down the task, a responsible person, the next review date and the location of the supporting record. Keep private driver information out of a shared worksheet.

Preparing for the next registration year? Read the 2027 UCR guide.