Picture this: Your best driver has been on the road for hours. He pulls into a rest stop and sees flashing lights in the rearview mirror. A state trooper approaches the cab and says the driver failed to signal, but upon inspection, the trooper determines the signal bulb is burnt out — that’s an offense on the DOT out of service violations list. The trooper orders the truck OOS.
So now you have a tired, irritable driver who has to figure out where to buy a bulb for the blinker, and how to get there. Your delivery is late, your customer is unhappy, and you have to pay a DOT fine — all because someone forgot to inspect the truck before dispatch.
In this post, we’ll explain the importance of a DOT compliance checklist, how to avoid common OOS violations, and how to integrate maintenance logs with dispatch to keep trucks rolling.
Why Is a DOT Compliance Checklist Important?
The DOT out of service violations list can change from year to year, and a checklist is an easy way to keep track of important changes. For example, in January, the FMCSA removed six ELDs from its list of approved devices, and as of March 9, 2025, any driver using one of these devices will be considered as “operating without an ELD.”
These are the non-compliant ELDs, if you want to add them to your checklist:
- Blue Star ELD
- RoadStar Solutions
- United ELD
- Speed ELD
- TrackEnsure ELD (two devices)
A DOT compliance checklist is also useful for remembering requirements that are unrelated to truck maintenance, like driver credentials and essential paperwork.
When and Where Do DOT Compliance Checks Happen?
Carriers often prepare well in advance for scheduled annual DOT inspections, but DOT compliance checks can happen almost anywhere, and without notice.
Compliance assessment may occur in:
- Roadside inspections, like anytime a state trooper pulls a truck over. DOT compliance inspections are also common at weigh stations, especially at the first weigh station across state lines.
- Compliance audits triggered by violations, poor safety scores, or complaints. Audits are less common than roadside inspections.
- Targeted enforcement programs, like the Commercial Vehicle Safety Alliance’s (CVSA) International Roadcheck. This annual three-day inspection blitz of commercial trucks and buses is scheduled for May 13-15 this year.
What Are the Most Common DOT Compliance Violations?
In 2024’s International Roadcheck, these were the most common violations that resulted in an out of service order for vehicles:

And these were the top DOT out of service violations for drivers:

Preventative maintenance and good recordkeeping can help you avoid violations for mechanical defects and equipment failure. Carriers can also help drivers stay compliant by giving them a truck maintenance checklist for their pre-trip and post-trip inspections.
Required Documentation for DOT Compliance
To prevent documentation-related out of service violations, add these important items to your DOT compliance checklist:
Driver’s License and Endorsements
A driver must have a valid Commercial Driver’s License (CDL), so fleets need to track license expiration dates to make sure renewals happen on time. Depending on the type of load, drivers may need additional credentials, like tanker (N) or hazmat (H) endorsements.
Carrier/Company Documentation
Drivers need valid insurance documents showing the required levels of coverage for liability and cargo, along with proof of their Unified Carrier Registration (UCR). Fleet drivers must also have a record of their employer’s DOT number.
Vehicle Documentation
Drivers need current and thorough documentation for their vehicles, including:
- Vehicle registration
- The most recent DOT-required annual inspection report for their vehicle
- Trailer documentation (if towing), including trailer registration and inspection records
Medical Examiner’s Certificate (MEC)
Drivers must have an MEC that examination confirms they are fit to operate a commercial vehicle. These certificates are valid for up to two years for drivers that have no medical issues that could interfere with driving.
For drivers with medical conditions that require monitoring — like diabetes or hypertension — MECs expire sooner and require a new medical exam for renewal.
Record of Duty Status (RODS)
Drivers need to log all hours and rest breaks to comply with HOS requirements. This was a challenging requirement decades ago, when drivers logged their time on paper. Today, ELDs do most of the work for drivers, integrating with truck engines and GPS trackers to record and log driving time.
Cargo Documentation
Every driver needs a bill of lading (BOL) that describes the load they’re carrying. If the load is hazardous goods, drivers need hazmat documentation and a hazmat placard on their truck.
This is another form of documentation that’s easier with technology. Using a mobile TMS app, drivers can quickly access their electronic bill of lading (eBOL) and hazmat documentation to share with inspectors.
Maintenance and Safety Records
At the beginning and end of every trip, drivers need to complete a driver vehicle inspection report (DVIR) and log the results. If they perform any maintenance or repairs, they also need to log those.
Simplify DOT Compliance With PCS TMS
Keeping track of every DOT compliance requirement is nearly impossible — and it’s definitely not scalable. To keep your trucks moving and keep growing your fleet, you need tools that take the burden of compliance off your shoulders.
PCS TMS for Carriers makes compliance management easier with fleet management technology like:
- Automated Hours of Service tracking through seamless ELD integrations
- Comprehensive maintenance management to ensure vehicles are road-ready
- Streamlined document management for inspections, permits, and certifications
By syncing truck and trailer maintenance schedules directly with dispatch, PCS TMS ensures your fleet is road-ready and fully compliant before drivers even start their engines. The result? Fewer delays, happier drivers and customers, and a more profitable operation. With PCS TMS, you don’t just stay compliant — you keep moving forward.