10 Costly FMCSA Mistakes New Carriers Make (And How to Avoid Them)

One of the biggest and most solid foundations in starting a trucking company is understanding and following the rules set by the Federal Motor Carrier Safety Administration (FMCSA). The FMCSA is the group in charge of making sure trucks and buses operate safely on the road. If you don’t follow their rules, you could face serious problems like heavy fines, failed audits, or even having your company shut down.

The good news? Most of the common mistakes new carriers make are completely avoidable — if you know what to look out for.

In this guide, we’ll walk you through the 10 most common FMCSA mistakes new trucking companies make, and show you how to avoid them in a way that’s easy to understand — even if you’re just starting out or explaining it to a 7th grader.

Let’s get started!

1. Incomplete or Inaccurate Driver Qualification Files (DQFs)

Every driver you hire — including yourself — must have a complete file with all the important documents. This includes:

• A valid CDL
• Medical certificate
• Driving history
• Employment application
• Background checks

Why this is a problem:

Missing or outdated documents are one of the top reasons carriers fail their FMCSA audit.

How to fix it:

• Create a checklist for every driver.
• Use digital file storage to stay organized.
• Set monthly reminders to review and update all documents.

2. No Drug & Alcohol Testing Program

Before any CDL driver operates a commercial vehicle, they must be enrolled in a DOT-approved drug and alcohol testing program.

Why this is a problem:

Without proof of testing enrollment and results, you’ll fail your new entrant safety audit immediately.

How to fix it:

• Join a certified drug and alcohol consortium.
• Perform pre-employment, random, post-accident, and return-to-duty testing.
• Keep all testing records in your driver’s file.

3. Poor Record-Keeping and Disorganized Documents

From driver logs and maintenance records to trip sheets and inspection reports — you’re expected to keep detailed, organized files for almost everything.

Why this is a problem:

Auditors won’t give you credit for things you can’t prove. If records are missing or messy, it looks like you’re not following the rules.

How to fix it:

• Use trucking compliance software or cloud-based storage.
• Label and organize paper files by category (Drivers, Vehicles, Logs, Permits).
• Do a monthly “file audit” to stay ahead.

4. Skipping Vehicle Maintenance and Inspections

Your trucks must be inspected daily and properly maintained. Even one ignored issue can result in a roadside violation or accident.

Why this is a problem:

A poorly maintained truck can be pulled off the road immediately, leading to lost time and money.

How to fix it:

• Perform daily pre-trip and post-trip inspections.
• Keep a log of all repairs and services.
• Fix any problems immediately — don’t delay.

5. Ignoring Hours-of-Service (HOS) Rules

FMCSA sets strict limits on how long drivers can be behind the wheel to prevent fatigue-related accidents.

Why this is a problem:

Breaking these rules or not logging driving hours correctly can result in serious violations.

How to fix it:

• Use an Electronic Logging Device (ELD) if required.
• Train your drivers on HOS rules and updates.
• Review driver logs regularly for accuracy and red flags.

6. Failing to Register for UCR, IFTA, or IRP

If you operate across state lines, you likely need to register for:

• UCR (Unified Carrier Registration)
• IFTA (International Fuel Tax Agreement)
• IRP (International Registration Plan)

Why this is a problem:

Missing any of these registrations can result in fines, impoundments, or being forced off the road.

How to fix it:

• Learn which registrations apply to your operation.
• Register before you begin hauling freight.
• Keep proof of registration in your truck.

7. Not Having the Right Insurance Coverage

Trucking companies are required to carry a minimum amount of insurance — usually at least $750,000 to $1 million in liability.

Why this is a problem:

Operating without proper insurance can result in your DOT number being revoked.

How to fix it:

• Work with an insurance agent who specializes in trucking.
• Maintain active policies that meet or exceed FMCSA minimums.
• Store your Certificate of Insurance where it’s easy to access.

8. Hiring Unqualified or Disqualified Drivers

Drivers must be qualified, licensed, and medically fit to operate a commercial vehicle.

Why this is a problem:

Hiring someone with a suspended license or failed drug test is a serious DOT violation.

How to fix it:

• Verify CDLs and run Motor Vehicle Reports (MVRs).
• Keep medical cards and drug test results in the driver’s file.
• Confirm employment history and conduct background checks.

9. Not Understanding the FMCSA Audit Process

All new carriers must go through a New Entrant Safety Audit within their first 12 months of operation.

Why this is a problem:

Not being prepared for the audit is one of the fastest ways to get your DOT number suspended.

How to fix it:

• Review FMCSA’s audit guide and checklist.
• Organize your records early — don’t wait.
• Consider hiring a consultant or doing a “mock audit.”

10. Failing to Stay Updated on FMCSA Rules

FMCSA regulations change often. If you don’t stay up to date, you might break a rule without knowing it.

Why this is a problem:

Ignorance of the law isn’t an excuse — even small changes can lead to violations.

How to fix it:

• Sign up for FMCSA email updates.
• Follow reliable trucking news sites or DOT consultants.
• Train your staff on new rules when they come out.

Quick Compliance Tips for New Carriers

Here’s a cheat sheet to keep your trucking company FMCSA-ready:

•  Create and maintain Driver Qualification Files
•  Enroll in a DOT-compliant drug and alcohol testing program
•  Use ELDs and follow Hours-of-Service rules
•  Conduct regular vehicle inspections and log maintenance
•  Register for UCR, IFTA, and IRP before operating
•  Carry the right amount of insurance
•  Hire only qualified drivers and verify documents
•  Organize your records and keep them updated
•  Be audit-ready from day one
•  Stay informed about FMCSA rule changes

Why This All Matters

Avoiding these 10 FMCSA mistakes is about more than just paperwork. It’s about:

• Keeping your drivers safe
• Protecting your investment
• Building trust with clients and brokers
• Ensuring your business stays on the road for the long haul

When you take compliance seriously, you’re not just following rules — you’re laying the groundwork for a safe, successful, and long-lasting trucking company.

Need Help?

If all of this feels overwhelming, you're not alone. Many successful carriers started just like you. Don’t hesitate to reach out to compliance experts or join a trucking association for support. The right advice at the right time can save you thousands in penalties and hours of stress.