Nothing costs a small carrier more than an avoidable out-of-service order. The paperwork behind compliance is not difficult; the failure is almost always a missed date. Build the calendar once and the problem largely disappears.
Every trip
- Pre- and post-trip inspection reports completed and stored
- Hours of service logs accurate and free of unassigned drive time
- Bills of lading and PODs captured before you leave the dock
Every month
- Reconcile fuel receipts and state mileage for IFTA
- Review any roadside inspections and correct the underlying issue
- Confirm certificates of insurance are current with active brokers
Every quarter and year
- IFTA quarterly filing
- Annual DOT inspection on every power unit and trailer
- MCS-150 biennial update, a lapse here can deactivate your authority
- Driver qualification files, MVRs and drug and alcohol program records
Why it matters beyond fines
Your CSA scores and authority status are visible to brokers. A clean record widens the pool of freight available to you and directly affects the rates you can command. Compliance is not overhead, it is access to better loads.