How to Keep Your Fleet Compliant with DOT Regulations

Understanding the Scope of DOT Compliance

The Federal Motor Carrier Safety Administration (FMCSA), a division of the DOT, is responsible for regulating commercial vehicles across the United States. Their goal is to reduce crashes, injuries, and fatalities involving large trucks and buses.

Key Areas of DOT Oversight:

Driver Qualifications
Vehicle Condition
Hours of Service (HOS)
Drug and Alcohol Testing
Maintenance and Inspection Records

Each of these categories has a detailed set of standards that operators must meet. Failure in any one area can lead to violations, audits, or worse—out-of-service designations.

Vehicle Inspections and Maintenance Requirements

Routine inspections are the backbone of DOT compliance. In California, commercial fleets are additionally required to follow the BIT inspection program—a Basic Inspection of Terminals—every 90 days for regulated carriers.

Daily Driver Vehicle Inspection Reports (DVIR)

DVIRs are mandatory pre-trip and post-trip reports that drivers must fill out every day. They verify the condition of critical components such as:

Brakes
Steering systems
Lights
Tires and wheels
Suspension systems

Failure to maintain accurate DVIRs can result in severe penalties during a roadside check or audit.

Preventive Maintenance Schedules

Regular preventive maintenance helps identify minor issues before they evolve into serious failures. DOT mandates that vehicles must be “in safe operating condition” at all times. Maintenance logs must include:

Date of service
Description of maintenance performed
Who performed the service
Vehicle identification (VIN or fleet ID)

At JSW Truck Repair, we recommend following OEM-specific schedules but customizing for high-mileage or high-usage fleets in Sacramento's hot summer conditions.

Hours of Service (HOS) and ELD Compliance

Federal HOS regulations are designed to prevent driver fatigue. Most commercial drivers must follow these rules:

11-hour driving limit after 10 consecutive hours off duty
14-hour on-duty limit per day
30-minute break after 8 hours of driving
60/70-hour limits over 7/8 consecutive days

Electronic Logging Devices (ELDs)

Since December 2017, ELDs have been required to record HOS data automatically. These devices must be:

Registered with the FMCSA
Tamper-resistant
Accessible to law enforcement during roadside inspections

Your fleet manager should periodically audit ELD data to ensure that logs match actual movement, especially if you operate in heavily monitored regions like California.

Driver Qualification Files

A driver is only as good as their compliance file. Each Commercial Motor Vehicle (CMV) operator must have a file that includes:

A valid CDL
Annual Motor Vehicle Record (MVR) review
Medical examiner’s certificate
Employment verification (past 3 years)
Road test certifications or equivalents

These documents must be readily available and updated at least annually—or sooner if the driver has an accident, violation, or change in medical status.

Drug and Alcohol Testing Programs

Mandatory drug and alcohol testing is a pillar of the DOT compliance program. Your fleet must be enrolled in a DOT-compliant random testing consortium, especially if you operate vehicles with GVWR over 26,000 lbs.

Required Testing Events:

Pre-employment
Post-accident
Reasonable suspicion
Return-to-duty and follow-up

Test failures or refusals must be addressed with immediate suspension and an evaluation by a Substance Abuse Professional (SAP). Keeping documentation on file is critical.

Safety and Maintenance Recordkeeping

DOT auditors often evaluate your safety performance history, which includes everything from accident logs to inspection results. Proper organization of these records can mean the difference between a clean audit and a compliance intervention.

Minimum retention periods:

Driver qualification files – 3 years
Maintenance records – 1 year while vehicle is in service, and 6 months after disposal
Drug and alcohol results – 5 years for positive results

We recommend implementing digital fleet management systems to automate and centralize this documentation. Many platforms integrate ELD data, inspection reports, and maintenance scheduling in one place.

California-Specific DOT Considerations

For operators based in Sacramento, there are a few additional layers to consider:

California Air Resources Board (CARB) rules on emissions and idle limits
BIT inspection requirements every 90 days
State-level registration of CMVs with the CHP (California Highway Patrol)

Make sure your shop or fleet service provider is aware of local and state-specific regulations, as the penalties for non-compliance can include vehicle impoundment.

Stay Ahead of DOT Compliance

Staying compliant with DOT regulations is not a one-time task—it’s a continuous effort. For shops in Sacramento, CA, this means building a structured compliance program that addresses both federal and state requirements. From maintaining ELD logs to meeting BIT inspection schedules, staying ahead of regulatory demands ensures safety, reliability, and peace of mind for every mile on the road.

Need help getting your compliance program in shape? Connect with JSW Truck Repair to schedule an inspection audit today.

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