In the world of commercial trucking, Department of Transportation (DOT) compliance is more than a box to check — it’s a critical part of fleet safety, operational efficiency, and avoiding costly fines or out-of-service orders. Yet, even experienced carriers and drivers can slip up. Here are five of the most common DOT compliance mistakes and how your fleet can steer clear of them.
1. Inaccurate or Incomplete Driver Qualification Files
Driver qualification files (DQFs) are required by the FMCSA for every commercial driver. These files must include a valid CDL copy, medical examiner’s certificate, driving history, and other documents. Missing or outdated paperwork is one of the most common compliance violations.
Avoid it: Regularly audit DQFs and set reminders for license and medical card renewals. Consider using digital file management tools to maintain accuracy and completeness.
2. Neglecting Hours-of-Service (HOS) Rules
Violations related to HOS — such as exceeding driving limits or failing to maintain logs — are a leading cause of citations during roadside inspections. Despite the rise of ELDs, misunderstanding or misusing them is still a problem.
Avoid it: Train drivers on proper ELD use and ensure your back-office staff can spot inconsistencies. Use fleet management software to monitor hours in real time and flag potential violations before they happen.
3. Skipping Vehicle Inspections and Maintenance
Daily vehicle inspections (DVIRs) and scheduled maintenance are non-negotiable under DOT regulations. Skipping them can lead to serious safety risks and violations during inspections.
Avoid it: Make DVIRs part of your company culture. Automate maintenance scheduling and inspections with fleet maintenance software, and empower drivers to report issues on the spot.
4. Not Monitoring CSA Scores
The FMCSA’s Compliance, Safety, Accountability (CSA) program assigns safety scores to carriers. Poor scores can trigger more frequent inspections or hurt your ability to attract business.
Avoid it: Track your CSA scores regularly through the FMCSA portal. Analyze trends and address recurring issues like speeding, mechanical violations, or HOS errors. Tools like PrePass Safety Alliance can help you stay proactive.
5. Failure to Train and Retrain Drivers
Compliance isn’t a one-time task. As regulations change, drivers need up-to-date training on safety procedures, documentation, and new technologies.
Avoid it: Build a driver training program that includes onboarding, refreshers, and updates on regulation changes. Use short, digestible formats like videos or app-based modules to keep engagement high.
Staying compliant doesn’t have to be overwhelming. By addressing these common mistakes with clear processes and the right technology, fleets can improve safety, reduce inspection risks, and stay focused on the road ahead.