DOT compliance: overview and tips for fleet managers

What is DOT compliance?

There’s so much more to being a commercial driver than simply getting behind the wheel and driving to your destination. And there’s so much more to operating a fleet than sending drivers out to complete their routes.

Every time a commercial motor vehicle (CMV) puts rubber to asphalt, there are compliance regulations that must be met. These regulations are set by the U.S. Department of Transportation (DOT) and enforced by the Federal Motor Carrier Safety Administration (FMCSA)—so they are important for commercial fleet managers to understand. Failure to comply with DOT regulations can result in serious implications, including penalties, fines, and vehicles being put out of service.

DOT compliance is the practice of meeting or surpassing all applicable regulations set forth by the DOT. Keep reading to learn more about the most important DOT regulations for commercial motor carriers and how Samsara’s fleet management solution can help you stay compliant.

Who needs to comply with DOT regulations?

Before we dive into DOT compliance requirements, it’s important to understand whether or not your fleet is required to comply with these federal regulations.

DOT regulations are applicable to any CMV operator in the United States—not just trucking companies. A CMV, outside of belonging to a company or corporation, is defined as any vehicle that satisfies one of the following conditions:

• Has a gross combination weight rating of 10,001 lbs or more

• Transports hazardous materials (property-carrying vehicle) in a quantity requiring a hazardous material placard

• Transports 16 or more passengers (passenger-carrying vehicle), including the driver, without compensation

• Transports 9 or more passengers (passenger-carrying vehicle), including the driver, for compensation

Overview of important DOT regulations

Below is an overview of the most important DOT regulations for motor carriers to understand. You can find more information about these safety regulations (and others not listed here) on the DOT website.

Hours of Service (HOS)

One of the most important DOT regulations is Hours of Service (HOS). Designed to eliminate accidents caused by driver fatigue, the ruling determines the maximum number of consecutive hours a commercial truck driver or other types of CMV operators can drive or work before taking a mandatory rest break. You can learn more about specific HOS guidelines in our complete guide to HOS.

Under the electronic logging device (ELD) mandate, CMV drivers are required to use ELDs to track HOS. ELDs connect to a vehicle's engine and automatically record driving time, providing a reliable way to collect HOS data. They replace paper logs, which were historically used in the trucking industry to record HOS.

Anyone found to be in violation of HOS rules or the ELD mandate runs the risk of negatively impacting their carrier's safety rating or even being put out of service.

Vehicle inspections

CMV drivers are required to complete vehicle inspections every morning (before travel begins) and at the end of the day. These driver vehicle inspection reports (DVIRs) are a critical aspect of fleet compliance. If a safety issue is documented during an inspection, the issue must be repaired before the vehicle can return to the road.

Brakes, lights, tires, axles, horns, steering mechanisms, and emergency equipment (among other components) should all be examined during a DVIR for any damage, defects, or deficiencies. If an issue is noted, the vehicle should be removed from service immediately until the necessary repairs are made. In order to return to service, the driver must present signed proof of the repairs from a licensed repair shop.

DVIRs are one of the greatest protections against safety issues in the commercial transportation industry. In 2024, during the International Roadcheck conducted by the Commercial Vehicle Safety Alliance (CVSA), more than 9,000 commercial motor vehicles were placed out of service as the result of failing roadside inspections. In fact, the top three vehicle out-of-service violations were defective service brakes (25%), tires (20%), and other brake violations (18%).

Licenses and permits

There are several licenses, permits, and registrations that must be in place whenever a commercial driver operates a CMV within the United States. Common examples include:

• Commercial driver’s license (CDL)

• Motor carrier authority numbers

• Unified carrier registrations

• Standard carrier alpha codes 

Depending on the situation, companies who have committed a violation related to licensing and permits can face fines, suspension, or even criminal charges. You can learn more about registration requirements on the DOT website.

Pre-employment checks

Before hiring a new CDL driver, the FMCSA requires that employers conduct a pre-employment background check, which includes:

• Obtaining the applicant’s motor vehicle records for the past three years

• Investigating the applicant’s safety history, including their accident record

• Verifying any substance abuse history, including alcohol abuse or drug violations

• Conducting a pre-employment drug test

The FMCSA's Drug and Alcohol Clearinghouse is a database that tracks commercial drivers who are prohibited from safety-sensitive duties due to drug or alcohol use. Motor carriers are required to use the Clearinghouse as part of their pre-employment checks. 

Random drug and alcohol testing

DOT drug testing requirements don’t stop once drivers are employed. Under United States law, anyone who operates a motor vehicle as part of their job responsibilities can be subjected to drug testing in the following situations:

• Before being hired

• When there is reasonable suspicion/cause

• Randomly

• When returning to duty

• As follow up to a reported concern

• After an accident or incident has occurred

It is important to note that DOT compliance requires all CDL drivers to undergo testing upon request of their employer. This means a refusal to submit to testing is a punishable offense and can result in termination.

Substances CDL drivers can be screened for include:

• Marijuana

• Cocaine

• Amphetamines 

• Opioids 

• PCP

Prescription drugs can also be screened for. Any driver who tests positive for these drugs without having a valid prescription from a licensed physician, or tests positive for an amount beyond their prescribed dosage, is considered in violation of DOT requirements and can be penalized. Positive tests must be logged in the Drug and Alcohol Clearinghouse.

Hazardous materials

Only registered entities are allowed to ship or receive hazardous materials in the United States. Additionally, in order for the shipment to be valid, all hazardous materials must be classed, described, and packaged in accordance with DOT hazmat regulations. Any individual or business that is found to be in violation of these regulations is subject to both civil and criminal penalties. Employees who handle hazardous materials must also receive adequate training, and it is the employer’s responsibility to ensure all training efforts meet the standards set by the DOT.

Cargo securement

All cargo must be properly secured during transportation as per FMCSA cargo securement rules. This means that all tie-downs must be carefully and adequately fastened, chocks and wedges must be used to prevent rolling or movement, and the appropriate number of tie-downs must be used in accordance with weight requirements. It is also mandatory that loads do not obscure front or side views and that there are no packaging issues (broken pallets, insufficient wrapping, etc).

Lastly, it is not enough to simply ensure that a vehicle’s cargo is secured. Tailgates, doors, spare tires, and any other elements that can become dislodged during travel must be adequately attached to maintain DOT compliance.

Record keeping

There is a significant amount of paperwork required to run a DOT-compliant fleet. Some of the various documents that your fleets needs to have on hand in case of an audit include (but are not limited to):

• Proof of insurance

• Motor vehicle reports

• Drug testing records

• Driver rosters and driver qualification files

• Service provider contracts

• Hours of service records

• Vehicle inspection, maintenance, and repair reports

• Employee training records

• Incident and accident reports

• Quarterly IFTA reports

The amount of time a business is required to keep these documents on file can vary depending on the type of record. You can read more about record keeping requirements on the FMCSA website.

3 tips to keep your fleet DOT compliant

There’s no doubt about it—DOT compliance is complicated. But there are a few things you can do to make DOT compliance easier, faster, and less costly to your business. Here are three fleet management tips to increase the efficiency of maintaining DOT compliance:

1. Invest in an easy-to-use ELD solution

If your fleet is ever audited, you want to be confident that your HOS logs are accurate, complete, and easy to access. That’s why it’s so important to choose an ELD solution that’s easy for drivers and compliance managers to use. 

For example, Samsara’s ELD compliance solution is FMCSA-registered with built-in WiFi hotspots, eliminating the need for cellular data plans even in areas without cellular reception. Plus, Samsara also offers a compliance dashboard, giving you at-a-glance visibility into HOS violations, unidentified driving, and unassigned hours so you can easily monitor compliance across your fleet.

2. Switch to electronic DVIRs

If you’re still using paper DVIRs, now is the time to switch to digital. Because electronic DVIRs (or eDVIRs) are digital, they make it easier to stay compliant with DOT regulations related to maintenance and vehicle safety. 

For example, drivers can submit eDVIRs from their mobile device using the Samsara Driver App. This means the eDVIRs instantly appear in your online dashboard and sit alongside preventive maintenance schedules, maintenance logs, and real-time vehicle statuses. Mechanics can then prioritize the most urgent issues and sign the eDVIR for the next driver to verify, completing the FMCSA requirement. You can even set up alerts for unsafe eDVIRs, so you never let a vehicle safety issue fall through the cracks.

3. Put AI Dash Cams to work

At first glance, dash cams might seem more related to driver safety than DOT compliance. After all, unlike ELDs, dash cams aren’t required by the federal government. However, dual-facing, AI-powered dash cams—which have both a forward-facing and inward-facing camera—can be incredibly valuable for streamlining HOS compliance.

For example, if your fleet has vehicles equipped with Samsara AI Dash Cams, you can use our Camera ID feature to assist you in assigning HOS. After manually identifying and assigning a driver (to train the Camera ID), Samsara Dash Cams then automatically recognize and suggest drivers with high accuracy. This helps you minimize time spent auditing and assigning unassigned HOS segments, which is often a huge labor cost associated with compliance.

Streamline DOT compliance with Samsara

Samsara offers a complete fleet management and ELD solution that can help you:

• Simplify HOS management and prevent HOS violations

• Streamline quarterly IFTA reporting

• Make DVIRs easy for drivers and maintenance staff

• Decrease compliance costs

Learn how you can ensure DOT compliance by diving into Samsara’s ELD solution and reach out to our team today.