Keep your entire fleet DOT-compliant. Manage driver qualification files at scale with our compliance checklist.
Based on 49 CFR Part 391 requirements. Check off items as you complete them.
Tired of tracking all this manually?
FleetCollect automates expiration tracking, sends alerts, and keeps you DOT audit-ready.
DOT auditors can request driver files at any time. Missing or expired documents can result in fines up to $16,000 per violation.
Maximum fine for each missing or incomplete document during a DOT audit.
Medical cards, MVRs, and Clearinghouse queries all have expiration dates to track.
Keep all documents organized and accessible for surprise DOT audits.
These are the most common violations found during DOT audits.
DOT physicals must be renewed every 24 months (or sooner based on health conditions).
Motor vehicle records must be pulled and reviewed every 12 months for each driver.
Previous employers from the past 3 years must be contacted and documented.
Pre-employment and annual queries are required for all CDL drivers.
Applications must include the driver's signature and certification.
Driver files must be retained for 3 years after employment ends. Drug and alcohol records have different retention periods (5 years for positive results).
Audits can be triggered by accidents, complaints, roadside inspections with violations, or random selection. Being audit-ready at all times is essential.
Yes, electronic records are acceptable as long as they can be produced immediately upon request. FleetCollect stores all documents securely in the cloud.
The Clearinghouse is a federal database that tracks drug and alcohol violations. Employers must query it before hiring and annually for all CDL drivers.
Stop tracking driver documents in spreadsheets. FleetCollect automatically tracks expirations, sends alerts, and keeps your drivers DOT-compliant.