The dates and files behind most violations, and what to have ready at the roadside.
| Item | What it is | Reference |
|---|---|---|
| Driver qualification file | Application, driving record, road test or equivalent, medical certificate, and annual review for each driver | Part 391 |
| Medical examiner's certificate | Valid certificate on file, tracked for expiration | 391.41, 391.45 |
| Road test and certificate | Road test given and certificate on file, or an accepted equivalent | 391.31 |
| Annual motor vehicle record review | Driving record reviewed at least once every 12 months | 391.25 |
| Drug and alcohol program | Pre-employment, random, post-accident, reasonable-suspicion and return-to-duty testing | Part 382 |
| Drug and Alcohol Clearinghouse | Pre-employment query and an annual query for each driver | 382.701 |
| Hours of service and ELD records | Logs and records available to an officer | Part 395 |
| Annual vehicle inspection | Periodic inspection report on file for each unit | 396.17 |
| Driver vehicle inspection reports | Pre-trip and post-trip reports, and repairs certified | 396.11 |
| Accident register | Record of DOT-recordable accidents kept for three years | 390.15 |
| Carrier registration update | Biennial update of your carrier information (MCS-150) | 390.19 |
| Insurance and filings | Current minimum coverage and the filings your operation requires | Part 387 |
| Registration and fuel tax | IRP apportioned registration, IFTA license, heavy vehicle use tax (Form 2290), and UCR | State and IRS rules |
Read our case studies on CSA, hours of service, coaching, corrective action and hiring.
This list is general information, not legal advice, and it is not complete for every operation (for example, hazardous materials, passenger or for-hire intrastate carriers have more rules). PillarFirst™ tracks the items you set up and shows what is expiring; the carrier stays responsible for compliance.
Commercial driver's license, medical examiner's certificate, and the driver's record of duty status or ELD display, with the ELD instruction sheet.
Registration or cab card, proof of insurance, the most recent annual inspection report, and the current driver vehicle inspection report.
Shipping papers or bill of lading, and any permits the load or route needs.
With the driver app, the truck and trailer paperwork opens on the tablet or phone, even in a dead zone, so the stop goes faster and the driver is not searching a glovebox.
Tell us about your fleet and we will point you to the right place.