Required Documentation
1. Commercial Driver's License (CDL)
You must always have your Commercial Driver's License (CDL) on the road. The consequences for operating a commercial vehicle without one -- whether invalid or simply missing during an inspection -- are steep. More importantly, you risk losing your driver's license for a minimum of 90 days (or more) and up to a year in jail.
2. Medical Certificate
A DOT Card, also called a Med Card, is the medical certificate that commercial drivers must obtain. You must pass a DOT medical exam to qualify for a CDL. Only a licensed medical examiner who appears on the Federal Motor Carrier Safety Administration National Registry can issue it. On average, the certificate is valid for two years. However, depending on your situation, such as high blood pressure, you may need to pass it on a more frequent basis to monitor the condition.
It's important to note that as the driver, you must report any new or renewed medical card to your state DMV by physically visiting the DMV office. Your carrier does not likely do this for you. The DMV then links your card electronically to your CDL. However, it's a good idea to carry the physical certificate of your Med Card on your person at all times, as delays and clerical errors at the DMV can prevent your card from being linked to your CDL promptly.
There are unique situations when you won't have a valid medical certificate -- for example, obtaining an exemption or passing a skill performance evaluation (SPE) due to an impairment. If that applies, keep that documentation in your cab and answer any questions during an inspection. Note that records related to alcohol and drug testing are also helpful.
3. Title and Registration
Once inspectors have validated that you are licensed to operate a commercial vehicle, they want to ensure that your truck and trailer are properly registered. This becomes even more critical if you are moving between states. Keep relevant paperwork on top of the pile because, in addition to inspections, you will need it in emergencies like moving violations and accidents.
While most states can quickly run your VIN to check the vehicle status, keeping the truck and trailer titles and registration on hand can be helpful, so it is fast and easy to prove who owns the equipment. If you don't have the title, which is common when financing a vehicle, other types of documentation like an MV-POA (Motor Vehicle Power of Attorney) can suffice. Check with your state Department of Transportation for details. However, if you are running in Oregon, you are required to carry a paper copy.
4. Motor Carrier Authority
All interstate carriers and trucks must have DOT numbers. If you run under your own authority, you need to have your Motor Carrier Authority (MC Authority). Your certificate is your proof of DOT registration and your permit to transport or arrange for the transport of certain federally-regulated commodities that others own.
5. Proof of Insurance
Several types of insurance are either recommended or required as an Owner-Operator. While inspectors are primarily interested in commercial liability insurance if you damage property or injure someone, there are other critical types of coverage such as cargo, bobtail, and occupational accident insurance, to name a few.
Owner-operators with their own authority should speak with an experienced agent specializing in the trucking industry for detailed recommendations. Keeping proof of insurance in your document binder is critical for inspections and in the worst-case scenario of a crash or another type of emergency. Be sure to stay on top of insurance expiration dates for the different types of insurance as they can vary.
6. Cab Card
The cab card is a document serving as permission to travel through all member states. Think of it like a passport through different jurisdictions. The state where your truck is registered issues your cab card, meaning that regulations vary. For example, you might need to carry a hard copy of your cab card in some states, while others permit a digital version. Either way, ensure that you are using an official version that includes the details required by law.
Keep in mind that there are a handful of reasons why you might be exempt from the cab card requirement, but think carefully about opting out of the program. Without it, you may have to apply for entry to every state you pass through.
7. Daily Log
The objective of the hours-of-service HOS) regulations is to ensure your safety and the safety of others on the road with you. Every driver must log HOS, including time spent driving, resting, and other. Until 2019, drivers logged them physically, but now everything is done electronically with the introduction of Electronic Logging Devices (ELDs). That makes inspections simpler, as your hours-of-service data is collected automatically for the inspector to download.
Always ensure that your device is on and working properly. Sometimes, the device can malfunction and it is required to keep 8+ paper logs with you in the event you need a backup. You must also keep your ELD instruction and malfunction guide in your truck.
8. International Fuel Tax Agreement (IFTA) Certificate
Fuel prices vary from state to state - sometimes significantly. It makes sense that drivers would make a point to fill up where prices are low before traveling through higher-priced locations. Right? Unfortunately, however, this is not the case. States use fuel taxes for road-related expenses, so fuel taxes are shared based on how many miles you travel within a state. States have agreed to work together to ensure that taxes get assessed and paid equitably.
Your IFTA Certificate makes it so you don't have to file paperwork with every jurisdiction you travel through. You must renew it annually and once you do, it comes with a sticker that changes annually to be placed on the outside of your truck for easy visibility that yours is valid. You must also carry the proper documentation as proof at all times.
9. Safety Certificates
Regular safety inspections intend to keep you and others safe on the road. That's why inspectors always look at safety certificates for your truck and trailer. The most important certificate is the DOT annual inspection, which is your official evidence that your vehicle is in good working condition and you as the driver are fit to operate it.
In addition to checking for timely safety inspections, inspectors will review documentation to validate that the individual who conducted the safety inspection is appropriately qualified. The best practice is to keep track of the inspections you perform before every trip and any that third parties complete.
10. Bill of Lading
It's not enough to show that you are the truck owner (or you are driving it with the owner's permission). An inspector will also want proof of ownership for the goods you are transporting. Your Bill of Lading takes care of this requirement by providing details on the type and amount of cargo in transport, where it came from and where it's going. Take special care to obtain the signatures you need at every stage of the process to prevent mishaps with an inspection.
11. Lease Agreement
If you lease onto a carrier, it's a good idea to keep your lease agreement with you as well. This may or may not be required to prove during an inspection. The document can vary in length and should detail out the lease terms.
12. EPA Emissions Certificates
The rules around vehicle emissions have gotten much more stringent over the past 15 years to curb poor air quality. Big rigs have always been an area of concern for the EPA, and as a response, a variety of requirements were put in place to reduce related pollution. You may need to produce your EPA emissions certificate during an inspection, so it is wise to have it on hand.
13. State Permits
Various states may also require you to have additional permits, largely related to heavy vehicle usage tax. For example, New York imposes a highway use tax (HUT) on motor carriers for certain vehicles on certain public highways. Oregon and Kentucky are two states with similar policies. Take the time to research if and where you might need additional permits and pursue the requirements for these permits to ensure compliance.
14. Hazmat Paperwork
If you are transporting hazardous materials, you have extra paperwork to collect. That includes any relevant permits, along with the detailed shipping papers. In addition to what you carry and how much, hazmat paperwork explains what to do in an emergency. First responders rely on those details to ensure everyone's safety if something goes wrong.
Tips for a Smooth Inspection
Keep Originals, but Make Copies
You will have to keep originals with you for your CDL, registration, and certain certificates, so it's essential to make copies of everything and leave the duplicates back at the office or your home. Better still, in addition to the hard copies, scan everything into a digital file that you can access on the road if something happens to your binder. Some carriers make many of these documents available through an app. TrueNorth, for example, uses the FleetIO app. Be sure you know how to log in, search for, and access these documents in advance of when you need them.
Double-Check Expiration Dates
Before you leave, go through the binder and double-check that nothing has expired. This tends to be the most common way that inspections go wrong. Expiration dates are staggered, and it's easy to let one slip by unnoticed.
Stay Polite and Professional
Delays are frustrating, especially when you're in a rush. Still, the fastest way to wrap things up is to stay polite and professional throughout the inspection process, and work with the inspector. You'll be back on the road in no time!
Other relevant articles:
DOT Hours of Service and How to Max Your Productivity