New Trucking Report Reveals Fleets Are Unprepared for DOT Audits

Did you know that carriers face average non-compliance fines of $7,000 per case, not including additional costs like downtime when drivers are placed out of service?

Managing a fleet in the trucking industry is no easy feat, especially when it comes to staying compliant with Department of Transportation (DOT) regulations.

And even fleet managers will admit this!

Fleetworthy unveiled its 2025 Trucking and Fleet Insights Report, revealing troubling gaps in compliance readiness and administrative practices heading into 2025.

Despite 93% of fleet leaders believing they have a strong safety culture and thorough knowledge of DOT regulations, 65% expressed concerns that their fleet would fail a DOT audit.

Compounding these worries, 87% cited compliance documentation issues as a significant barrier to passing such audits.

Let’s take a closer look at why.

Key Pain Points and Desired Solutions

The report highlighted the following obstacles and potential solutions for improving safety and compliance:

• Real-Time Alerts: 68% of respondents want systems to notify them of certification expirations, missing permits, and documentation gaps.
• Software Management: 65% expressed interest in automated compliance tools.
• Consultants: 53% sought expert guidance to optimize compliance processes.
• Customizable Dashboards: 39% wished for tools to monitor compliance progress and identify gaps.
• Training: 30% emphasized the need for more education on regulatory compliance.

These findings point to a troubling disconnect: while fleets recognize the importance of safety and compliance, they often lack the proactive tools and strategies to ensure readiness.

The Cost of Non-Compliance

To make matters worse, the stakes are high for fleets that fail to maintain proactive compliance strategies.

FMCSA data from the last five years shows that carriers faced average non-compliance fines of $7,000 per case, not including additional costs like downtime when drivers are placed out of service. Each 10-hour out-of-service order costs fleets an average of $870 in lost productivity.

But wait, there’s more!

If you were recently audited and received a conditional or unsatisfactory rating, you will have immediate and long-term consequences beyond the fines from the FMCSA.

Conditional carriers can immediately see less work from brokers, or even be restricted from future loads, while more long-term effects are higher rates for insurance at renewal and new driver prospects may completely avoid applying for a job with your company.

Best practices when preparing for a DOT audit

There are 8 best practices every carrier should prioritize:

1. Maintain good record-keeping procedures – keep all documentation current and accurate
2. Good company policies – Focus on hiring, work, and discipline
3. Proof of consistent Hours of Service – monitoring, auditing, and corrective actions for logbook violations
4. Maintain good vehicle maintenance records  – DVIR, annual inspections, and preventative maintenance
5. DO NOT wait until the last minute to get files ready
6. Establish a voluntary “Cooperative Safety Plan” – file it with the FMCSA to address any underlying issues that have or could potentially lead to safety issues and improve its performance
7. Conduct Mock DOT audits – Third-party experts can go through the audit process to identify issues that need correcting
8. Act quickly to fix any problems discovered – Pay special attention to high-risk issues

Why Proactive Compliance is Critical

Proactive safety and compliance management help fleets mitigate risks, reduce fines, and ensure smoother operations. Here’s why fleets should prioritize a proactive approach:

1. Avoid Passive Safety Strategies: Many fleets claim to prioritize safety but operate with reactive systems, collecting data only after incidents occur. This approach increases exposure to nuclear verdicts and FMCSA penalties.
2. Streamline Driver Management: Managing CDLs, endorsements, DVIRs, physicals, and training certifications manually is inefficient and error-prone. Automated tools ensure compliance with FMCSA regulations in real time.
3. Improve CSA Scores and Reduce Risk: Proactive management lowers Safety Measurement System (SMS) scores, resulting in fewer inspections, reduced risk, and potential insurance savings.

Benefits of a Third-Party Compliance Partner

This report is a wake-up call for fleets to rethink their approach to compliance and safety. A proactive mindset—coupled with the right tools, resources, and partnerships—can help fleets avoid costly penalties, improve operational efficiency, and foster a culture of safety.

For fleets lacking the resources to hire a dedicated safety team, partnering with a third-party compliance expert offers several advantages:

• Cost Savings: Access to compliance expertise at a fraction of the cost of hiring in-house.
• Audit Readiness: Assistance with document storage, policy updates, and representation during DOT audits.
• Real-Time Monitoring: Constant oversight to ensure FMCSA compliance.
• Simplified Hiring and Driver Management: Streamlined processes reduce time-to-hire and improve driver onboarding.

Our safety management programs are perfect for combining multiple services and can be tailored to fit your needs, whether you are a new owner operator or a seasoned trucker or business owner.

At CNS, our DOT Compliance Programs focus on Proactive Safety Management (PSM), a mindset that will ensure your fleet’s safety and compliance is always in order and ahead of the FMCSA.

Our PSM Motor Carrier Program includes:

• ELD management
• Driver Qualification File Management
• New driver on-boarding
• Driver safety meetings
• CSA score management
• Policies and handbooks
• Vehicle maintenance
• and more