Step-By-Step DOT Document Checklist to Avoid Violations
Staying compliant starts long before an inspector stops your truck. Follow this simple, five-step process to make sure every driver, vehicle, and trailer document is ready whenever (and wherever) DOT knocks.
1. Centralize Your Master List
Create one source of truth that logs every required permit, license, certificate, and inspection form for drivers and assets. Digital Permit Book stores them in the cloud and tags each to its driver, tractor, or trailer for instant look-up.
2. Capture Expiration Dates & Renewal Cycles
For each document, record the issue date, renewal window, and responsible owner. Digital Permit Book stores every permit’s expiry date so you can get customisable, real-time renewal alerts.
3. Assign Ownership & Upload Proof
Require the document owner (driver, safety manager, leasing partner) to upload a clear PDF or photo, no scanned faxes. A built-in audit trail shows who added or edited each file.
4. Test “DOT-Mode” Access
At least once a month, drivers should open the DPB mobile app in offline DOT-Mode to confirm they can retrieve every permit without cell service.
5. Run a Mock Inspection
Use the checklist below:
- Driver’s license & medical card
- Cab card & IFTA stickers
- Annual vehicle inspection report
- Oversize/overweight permits
- Insurance & registration
Ready to digitize the whole checklist? Book a demo and import all docs in under 10 minutes.
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