Whether you own/run a single commercial vehicle or a large fleet, you will have to apply for your US DOT number if you want to keep functioning in the transport and logistics sector in the USA. If you are wondering how to obtain a DOT compliance letter, you do not really have to do anything. There are countless DOT compliance facilitators and third-party administrators out there today that send out regular notifications and email correspondence to the transport industry players and every legal/commercial entity that is governed by the FMCSA and Department of Transportation.
They work as reminders about your customary deadlines and compliance requirements that you have to fulfill with the federal motor carrier safety administration and the department of transportation to stay compliant throughout the year.
What Is A DOT Compliance Letter?
If you have received a DOT compliance letter, you should take it as a reminder, a warning, or perhaps a message of caution that is directed to keep you aware of your regular filings and updates that you have to do with the federal motor carrier safety administration to remain compliant throughout the year. These letters don’t just keep you updated but also educated you on the various developments that might be taking place in your industry and the new rules and regulations that the federal authorities and government issue periodically.
DOT Compliance – Understand Whether It Is For You Or Not
Numerous DOT compliance legit groups send out these letters to companies working in the transport and logistics sector and in all those industries that are governed by the US department of transportation. But does it apply to your company? Should we follow these strict regulations?
You must remember that DOT compliance is not mandatory or an absolute requirement for every commercial vehicle. If your commercial vehicle is registered with the department of transportation and has a US DOT number, you will be required to file your DOT compliance requirements regularly. The following should clarify this further:
- If you own and run a vehicle that is used to transport hazardous waste or any hazardous materials that the US department of transportation has specified, you will be required to comply with these regulations
- If you use your vehicle to transport 8 passengers or more than that, this would include the driver, and if you do it in exchange for compensation, you will have to follow the DOT regulations
- If you use your commercial vehicle to transport 15 passengers, and if that includes the driver, you will be subject to DOT compliance requirements
- If your vehicle has a gross weight rating or combination weight rating of more than 10,000 pounds, the regulations laid down by the department of transportation will apply to you
DOT Compliance Rules That You Have To Comply With Throughout The Year
Fleet Compliance
Fleet compliance means every rule and requirement that you have to fulfill when it comes to keeping your vehicles compliant with the laws and regulations laid down by the department of transportation. You will have to keep a checklist that will make it easier for you to follow these requirements to the last detail. A few general guidelines that you must be aware of include:
- Always remember to carry a current copy of the FMCSA rules in your commercial vehicle
- You must inspect all the vehicles before and after every trip that they make
- It is important to document your observations and findings after you are done inspecting your vehicles
- Take out the time to invest in a regular vehicle maintenance program and document all the details
- Each one of your vehicles should be marked with its official DOT registration number
- Keeping a complete record of all the incidents that have occurred on the road is also important
Driver Compliance
There are a few requirements that all your commercial motor vehicle drivers also have to fulfill. It is important to keep a driver compliance checklist handy as well. Pay attention to the following guidelines:
- Your driver must always have a copy of FMCSA rules with him or in his commercial vehicle
- Each of your drivers needs to sign an agreement that they have read and understood the responsibilities as defined by the rules laid down by the federal motor carrier safety administration
- Remember to keep all the qualifications of your drivers in a driver qualification file
- You must also record the hours of service for each one of your commercial motor vehicle drivers
- Conducting a pre-employment drug test for every driver is mandatory
- You must also retain necessary documentation related to that D&A test
- Conducting regular D&A testing at your workplace is again mandatory as laid down by the FMCSA
- Your trainers and supervisors must also be put through the random D&A testing program as per the regulations laid down by the US department of transportation
Preparing For A DOT Compliance Audit
You must already be aware that the US department of transportation conducts audits related to DOT compliance. This is to ensure the safety of the company and everyone working in your workplace. It is to make sure that every driver and safety-sensitive position holder in your organization is meeting the requirements that have been mentioned above. If you are wondering the reason for such a mock audit, it can be absolutely anything. That’s right. Anything can trigger this audit, whether it is a complaint made by a civilian or perhaps misconduct on the part of your driver. Remember that if you are selected for a DOT audit, you will have to prepare for it in advance.
In short, you have to be compliant throughout the year because that is the only way to remain prepared for this audit. These DOT compliance audits happen unannounced. You might receive a letter today that the audit is going to take place the next day.
Are You DOT Compliant?
This is a question that you need to ask yourself. If you are not able to ascertain your needs or are not aware of your status, you should connect with your third-party administrator. They are going to find out whether these requirements apply to you and your business or not. They would tell you whether there is any need to panic in the first place or not. If you qualify for DOT compliance, your third-party administrator is going to do the needful for you.