Checklist: 10 Things Every Fleet Manager Should Review Before a DOT Audit

When the Department of Transportation (DOT) comes knocking, the stakes are high. Whether it’s a routine compliance review or a targeted investigation, a DOT audit can be a major disruption—especially if your documentation and safety protocols aren’t airtight. For fleet managers operating commercial vehicles, especially those in the moving and relocation industry, preparation is everything. At Synergic Software, we work closely with fleets to ensure that safety and compliance aren't just checkbox items—they’re embedded in the day-to-day. Here’s what every fleet manager should be reviewing now, long before the audit notice arrives.

The first and most essential area is Driver Qualification Files (DQFs). Each file must include the driver’s application, a valid Commercial Driver’s License (CDL), an up-to-date medical certificate, and detailed employment verification, among other documents. Many companies struggle to keep these files current, especially when dealing with high turnover or decentralized teams. Synergic simplifies this with secure digital document storage and real-time reminders, making it easy to keep every DQF up to spec.

Hours of Service (HOS) compliance is another high-priority category. You’ll need to show accurate records of drivers’ logs for at least six months, along with supporting documents such as fuel receipts or dispatch records. With electronic logging devices (ELDs) now required, integration between your ELD system and compliance software is critical. Our platform captures HOS data automatically, reducing administrative burden while helping you flag and fix potential violations before they happen.

Vehicle condition is also under the microscope during audits. Auditors will expect to see thorough vehicle maintenance records, including routine inspections, service logs, and any corrective actions taken. This is more than just good housekeeping—it’s a direct reflection of your commitment to safety. Synergic’s maintenance tracking system centralizes records and proactively schedules checks, ensuring no detail falls through the cracks.

One of the most overlooked areas during audits is the Drug and Alcohol Testing Program. Yet, it’s often the first thing an inspector asks about. Your records must include pre-employment, random, post-accident, reasonable suspicion, and return-to-duty tests. You’ll also need proof that all testing meets DOT guidelines and that results are securely stored. Our compliance tools simplify this by tracking testing cycles and documenting outcomes, providing transparency and peace of mind.

If your company has been involved in any road incidents, you’ll need a complete Accident Register on file. This includes the date and location of each accident, driver names, injuries or fatalities involved, and whether hazardous materials were on board. With Synergic, you can log accident data instantly from the field, and review insights that help reduce future risk.

Speaking of risk, insurance documentation needs to be bulletproof. You must be able to produce a current copy of Form MCS-90, along with certificates of insurance for every commercial vehicle in your fleet. We make it easy to store and access these documents securely—and you’ll receive automatic alerts before any policies expire.

If your fleet handles hazardous materials, your compliance requirements are even more stringent. From HAZMAT training records to emergency response plans and shipping documentation, everything must be in order. We’ve helped many customers in this space manage the extra complexity with a central hub for hazmat-specific compliance, document versioning, and team-wide visibility.

Another area to pay close attention to is driver safety and training programs. DOT auditors often ask for evidence that your drivers are routinely trained and evaluated. This can include orientation, defensive driving courses, and signed safety policies. Synergic tracks training completion and stores digital acknowledgments, so you’re always ready to demonstrate your commitment to a safety-first culture.

You’ll also want to ensure all Vehicle Inspection Reports are accounted for—especially Driver Vehicle Inspection Reports (DVIRs). DOT expects to see not only completed reports, but also records of any corrective actions taken. With Synergic’s mobile-first approach, drivers can complete and submit inspections on the go, while managers get instant visibility into any safety red flags.

Conclusion: Be Proactive instead of Reactive

DOT audits don’t come with much warning—and by the time you get that call or letter, it’s already too late to start getting organized. With Synergic Software, compliance isn’t something you scramble to achieve; it’s something you build into your operations every day. Our all-in-one safety and compliance solution was built for companies like yours: those operating in complex, regulated environments with commercial vehicles, tight schedules, and zero room for downtime.

From document management and inspection tracking to HOS integration and training workflows, Synergic gives you the confidence to face any audit—and come out the other side stronger.