What DOT Documents You Need To Keep in Your Vehicle
Getting pulled into a roadside inspection or stopped by an officer without the right paperwork is one of the fastest ways to rack up violations. DOT officers expect to see specific documents in your vehicle, and missing even one can mean fines, out-of-service orders, or points on your CSA score.
This guide covers every document you need to keep in your truck, who needs what, and how to stay organized so you're not scrambling at the scale house.
Essential Commercial Vehicle Documents
Every commercial motor vehicle (CMV) operating on public roads needs a core set of documents. These are the DOT-required documents in your vehicle that an officer will ask for first during any inspection.
Commercial Driver's License (CDL)
You need a valid CDL with the right class and endorsements for what you're hauling. Class A covers combination vehicles over 26,001 lbs GCWR. Class B covers single vehicles over 26,001 lbs GVWR. If you're pulling hazmat, tankers, or doubles/triples, you need the matching endorsement on your license.
Keep your physical license on you at all times. A photo on your phone doesn't count.
Medical Examiner's Certificate (MEC)
Also called your DOT medical card. Every CDL driver operating in interstate commerce needs a valid medical certificate, and it must be current. Most cards are good for two years, though drivers with certain health conditions may get shorter certification periods.
Since 2015, your medical certificate should be linked to your CDL through your state's DMV. But you still need to carry the physical card with you, or in the truck. If your card expires and you don't renew it, your CDL gets downgraded.
Proof of Insurance
You need proof that your vehicle is covered by the minimum required liability insurance. For most for-hire carriers hauling general freight, that's $750,000 in liability coverage.
Carry a copy of your insurance certificate (Form MCS-90 or COI) in the cab. Officers may also accept an electronic copy, but having a hard copy avoids any issues with signal or dead phones.
Vehicle Registration Documents
Your current vehicle registration needs to be in the truck. If you're running under IRP (International Registration Plan) apportioned plates, keep your IRP cab card in the vehicle. The cab card lists every state you're registered in and your registered weight for each.
If you lease equipment, keep a copy of the lease agreement in the vehicle too. Officers need to confirm the relationship between the driver, the vehicle, and the carrier.
Truck Documents for Freight and Cargo
Beyond the basics, the freight you're hauling determines what additional documentation you need on board.
Bill of Lading (BOL)
If you're a for-hire carrier, you need a bill of lading for every load. The BOL describes what you're hauling, the weight, where it's going, and who's paying for it. It's the contract between the shipper and the carrier.
DOT officers use the BOL to verify your cargo matches what's on paper. If the weight on the BOL doesn't match the scale, that's a problem. Keep the BOL accessible in the cab, not buried in the sleeper.
Freight Documentation for Hazardous Materials
Hauling hazmat adds a whole layer of required paperwork. You need shipping papers that list the proper shipping name, hazard class, UN/NA identification number, and packing group for every hazardous material on the truck. These documents must be within arm's reach while driving, or on the driver's seat when you leave the cab.
You also need an emergency response guide and, depending on the material, may need written emergency response information from the shipper. If you're hauling placardable quantities, you need the right placards displayed and the documentation to back them up.
DOT Compliance Binder Checklist
Smart carriers keep a DOT compliance binder in every truck. This isn't a federal requirement by name, but it's the easiest way to make sure all your truck documents are organized, current, and ready for inspection.
Vehicle Maintenance Records
Under FMCSA regulations (49 CFR 396), carriers must keep vehicle maintenance records for every CMV in their fleet. While the full records stay at your principal place of business, you should keep a copy of your most recent annual inspection report in the truck. That report must be less than 14 months old, and it needs to be available for review during a roadside inspection.
Many carriers also keep recent repair records and a maintenance log in the vehicle. This isn't strictly required, but it helps show a pattern of good maintenance if you do get inspected.
Daily Vehicle Inspection Reports (DVIRs)
Drivers must complete a daily vehicle inspection report (DVIR) at the end of each driving day. The report covers the condition of the vehicle's key safety components: brakes, tires, steering, lights, coupling devices, and more. You need to keep the current day's DVIR and the previous day's report in the vehicle.
If the previous report noted a defect, you also need documentation that the defect was either repaired or determined to not need repair before the vehicle went back into service.
Hours of Service Records
If you're required to keep records of duty status (RODS), those records need to be available in the vehicle. Most drivers now use electronic logging devices (ELDs), which store the data automatically. But you still need to carry a backup supply of 8 or more blank paper logs in case of ELD malfunction.
Keep your current log plus the previous 7 days of records accessible. Officers can and will ask to review them during a Level 1 or Level 3 inspection.
Annual Inspection Sticker and Report
Every CMV must pass an annual inspection by a qualified inspector. The inspection sticker goes on the vehicle, and the inspection report goes in the cab. Both must be current (within 14 months of the last inspection). If you can't produce the report during an inspection, that could be a violation.
DOT In-Cab Requirements and Organization Tips
Knowing what documents to carry is half the battle. Keeping them organized and accessible is the other half. DOT in-cab requirements don't just mean having the documents somewhere in the truck. Certain documents need to be within arm's reach while you're driving.
Documents That Must Be Within Reach
Hazmat shipping papers are the most critical. While driving, they must be within immediate reach (visible and not in a closed container). When you leave the cab, they go on the driver's seat or in a holder mounted on the inside of the driver's door.
Your CDL and medical card should be on your person. Your ELD or log book should be accessible from the driver's seat. Everything else can be in an organized binder or folder, but you should be able to produce any document within a few minutes when an officer asks.
Organizing Your DOT Documentation
A labeled binder with divider tabs is the simplest approach. Use sections for: license and medical card copies, insurance, registration and cab card, annual inspection report, lease agreements, previous DVIRs, and any permits or special authority documents.
Replace expired documents immediately. A binder full of outdated paperwork does you no good in this situation.
If you're not sure what you need for your specific operation, the TIPS Trucker's Toolbox includes a vehicle cab folder checklist that covers every document you should keep in the truck, organized by category. It takes the guesswork out of building your compliance binder. It also has a vehicle compliance file
Additional Documents by Operation Type
Depending on your authority type and where you operate, you may need additional documents beyond the standard commercial vehicle documents list above.
Oversize/overweight loads: Carry your permits for every state you're traveling through. Each state issues its own oversize/overweight permits, and you need every one of them in the cab.
IFTA decals and IRP cab card: If your vehicle has a GVWR over 26,000 lbs (or has three or more axles regardless of weight) and crosses state lines, you need a current IFTA decal on the truck and the IRP cab card inside. Missing either one during an inspection can result in fines or being required to purchase a trip/fuel permit on the spot.
State-specific permits: Some states require additional operating permits. Oregon weight-mile tax permits (Oregon WMT), New York Highway Use Tax (NY HUT), Kentucky KYU, and New Mexico Weight Distance Tax permits are common examples. If you run through these states, you need the permits in the truck.
Heavy Vehicle Use Tax (Form 2290): If your vehicle has a taxable gross weight of 55,000 lbs or more, keep your stamped Schedule 1 from your 2290 filing in the truck. Officers can ask for proof that your HVUT is paid.
Required Safety Equipment in Your Vehicle
Documents aren't the only things DOT officers check during an inspection. Federal regulations (49 CFR 393.95) require specific safety equipment in every CMV. Missing any of these items is a citable violation.
Fire Extinguisher
Every CMV needs a properly mounted, fully charged fire extinguisher with a minimum UL rating of 5 B:C (or two extinguishers with a combined rating of 10 B:C). It must be securely mounted in the cab or on the vehicle where the driver can get to it quickly. Officers will check the gauge, the inspection tag, and whether the pin is intact. An expired or discharged extinguisher counts the same as not having one.
Reflective Triangles
You need three bidirectional emergency reflective triangles that meet FMCSA standards. These go out any time your vehicle is stopped on the shoulder or the side of the road. Place one within 10 feet of the front or rear of the vehicle, one about 100 feet behind, and one about 100 feet ahead. If you're stopped on a hill or near a curve, move the triangles further out to give approaching traffic more warning.
Keep them in a case that's easy to grab. If you can't produce all three during an inspection, that's a violation.
Spare Fuses
If your vehicle uses fuses (not circuit breakers), you need to carry at least one spare fuse for each type and size used on the vehicle. This is an easy one to overlook, but inspectors do check. If your truck runs circuit breakers instead of fuses, this requirement doesn't apply to you.
Liquid Cargo Equipment
If you're hauling liquid in a cargo tank, you also need a qualified means of stopping leaks in fittings and valves. That typically means carrying the right gaskets, plugs, or tools to manage a fitting failure. The specifics depend on what you're hauling and the design of the tank.
Keep These Stocked
Just like your documents, your safety equipment needs to be current and functional, not just present. Check your fire extinguisher gauge monthly. Make sure your triangles aren't cracked or missing reflective material. Restock spare fuses after you use one. An officer won't give you credit for equipment that's there but doesn't work.
Stay Inspection-Ready
A clean inspection starts before you ever see a DOT officer. Build a system for keeping your documents current, organized, and in the truck. Check your binder at the start of every trip. Replace anything that's expired or missing. Know what's required for your specific operation type, authority, and the states you're running through.
If you need help getting your compliance paperwork in order, or if you're a new carrier figuring out what you need, reach out to the TIPS team. We handle everything from USDOT numbers and MC authority to state permits and compliance management.
If you want a ready-made system for organizing your truck documents, we created something just for you. Check out the Trucker's Toolbox for a complete vehicle cab folder and compliance checklist.