The Ultimate FMCSA Checklist for New Carriers

Your Roadmap to Starting a Safe, Legal, and Successful Trucking Business

Starting a trucking company is more than just buying a truck and hitting the road — it’s a real adventure that comes with serious responsibilities. Just like how schools have rules to keep everyone safe, the trucking world has rules too — and those rules are made by an organization called the FMCSA.

If you're a new carrier — that means you're just starting your own trucking business — this guide will help you through every important step. And don’t worry, we’ll explain it all in plain English, so even a 7th grader could follow along (but it's still packed with everything an adult needs to know).

What Is the FMCSA and Why Should You Care?

The Federal Motor Carrier Safety Administration (FMCSA) is the government group that makes sure trucks and buses are safe on the road. They’re like the referees of the trucking world — making sure everyone plays by the rules so drivers, companies, and everyday people stay safe.

If you want to run a trucking company in the U.S., you must register with the FMCSA and follow their rules. This isn’t optional. But don’t panic — we’ve created a full step-by-step checklist to walk you through everything.

Step-by-Step FMCSA Checklist for New Carriers

1. Set Up Your Business

Before you drive a single mile, your business needs to be official.

• Choose a business structure: Most trucking companies form an LLC or a corporation.
• Get an EIN (Employer Identification Number) from the IRS. This is like a Social Security Number but for your business — you’ll use it for taxes and paperwork.

Tip: You can apply for an EIN online for free on the IRS website.

2. Register with the FMCSA

Get a USDOT Number

• This is your company’s ID number for the government.
• It tracks your company’s safety records, inspections, and compliance.

Get Your MC Number (Operating Authority)

• If you carry goods across state lines (interstate), or get paid to move stuff, you need this too.
• This shows you're legally allowed to operate as a "for-hire" carrier.

There is a one-time fee to apply for MC Authority (about $300).

3. File a BOC-3 (Choose a Process Agent)

A process agent is someone who accepts legal papers on your behalf in any state where you operate. You need one for every state, but the good news is you can hire a company to handle this for you.

• File a BOC-3 form electronically through a registered agent company.
• This form must be on file before your authority can be activated.

Don’t skip this step! Your authority won’t be approved without it.

4. Get the Right Insurance

Just like you wouldn’t drive your personal car without insurance, you definitely can’t operate a truck without it.

Required Coverage:

• Liability insurance (usually between $750,000 to $1,000,000 depending on what you haul)
• Cargo insurance (not always required, but a smart idea to protect the goods you're hauling)

Your insurance company must file proof with the FMCSA (form MCS-90).

5. Register for UCR, IRP, and IFTA (for Multi-State Carriers)

If you operate across state lines, you’ll need these three registrations:

UCR (Unified Carrier Registration)

• Required for companies with commercial vehicles in interstate travel.
• You pay a yearly fee based on how many trucks you operate.

IRP (International Registration Plan)

• Lets you register your truck in one state and still drive in others.
• You pay fees based on the miles you drive in each state.

IFTA (International Fuel Tax Agreement)

• Simplifies fuel tax reporting for multi-state carriers.
• You’ll file quarterly fuel tax reports.

Together, these three make sure you’re registered, tracked, and taxed fairly across states.

6. Keep Driver Qualification Files (DQF)

You need to keep detailed files for every driver, even if you're the only one driving.

Include:

• A valid CDL (Commercial Driver’s License)
• Medical certificate from a DOT-approved doctor
• Previous employment history
• Driving record (MVR)
• Road test results (or certificate from driving school)

Keep these files safe and updated — FMCSA may ask to see them at any time.

7. Follow Hours of Service (HOS) Rules

Drivers can't drive endlessly — they need rest to stay alert and safe.

Here’s what the rules say:

• Max of 11 hours driving after 10 consecutive hours off-duty
• 14-hour limit on your workday
• 30-minute break after 8 hours of driving

Use an ELD (Electronic Logging Device):

These devices automatically track driving hours and rest times to keep you compliant.

Keeping accurate logs isn't just smart — it’s the law.

8. Join a Drug & Alcohol Testing Program

All CDL drivers must be part of a drug and alcohol testing program. This includes:

• Pre-employment testing
• Random testing
• Post-accident testing
• Return-to-duty testing (if needed)

You must work with a DOT-approved consortium or testing company to manage this.

If you're not enrolled in a program, your trucking business can be shut down.

9. Maintain Your Trucks (And Keep Records)

A safe truck = a safe business. FMCSA wants to see that you’re taking care of your vehicles.

Do this by:

• Performing regular inspections
• Keeping repair and maintenance records
• Completing daily vehicle inspection reports (DVIRs)

Before every trip, drivers should inspect brakes, tires, lights, and more.

10. Track Safety and Accident Records

If an accident happens, you need to keep:

• Police reports
• Photos
• Witness statements
• Your own notes and records

These will help with insurance claims — and show FMCSA you’re managing things responsibly.

Being prepared can protect your company and keep your authority in good standing.

Bonus Tips to Stay Compliant

• Keep a printed copy of the FMCSA rulebook in your office or truck.
• Stay organized: Store all paperwork neatly and keep digital backups.
• Train your drivers on company policies, safety rules, and proper procedures.
• When in doubt, ask! The FMCSA website and professional compliance services are there to help.

Why Following This Checklist Matters

This isn’t just about avoiding fines — it’s about building a business that lasts.

By following this FMCSA checklist:

• You’ll protect your drivers and the public
• You’ll avoid costly mistakes
• You’ll be ready for audits, inspections, and growth
• You’ll build a solid, trustworthy reputation

Every Big Fleet Starts Small

Starting your own trucking company is a big step — and this checklist is your roadmap. If you follow these steps, stay organized, and take safety seriously, you’ll be on the highway to success.

So buckle up, stay sharp, and keep your paperwork in order. You’ve got this!