DOT Safety Audit Help
Whether you're preparing for an audit, in the middle of one, or dealing with the aftermath, we can help.
Getting notified of a DOT audit can be stressful. Failing one can threaten your entire business.
Total Insight Professional Services (TIPS) helps carriers prepare for audits, complete them, and recover when things go wrong.
We've helped carriers with new entrant audits, compliance reviews, focused investigations, and safety rating upgrades. If you've already received a Conditional or Unsatisfactory rating, we specialize in corrective action plans and have a 100% success rate getting them approved by the FMCSA.
How We Can Help With Your Safety Audit
Pre-Audit Compliance Check
What we check:
Driver qualification files (applications, MVRs, medical cards, road tests)
Hours of service records and ELD compliance
Drug and alcohol testing program and Clearinghouse status
Vehicle maintenance files and inspection records
Insurance and authority status
Written policies and procedures
Safety audits are a stressful time for every carrier. Work with experts at TIPS who’ve assisted carriers like yourself through them thousands of times
After the review, you get a report listing everything that needs attention, prioritized by what auditors care about most. You’ll have the information and actionable insight you need to fix the gaps before they become violations.
The best time to find problems is before the FMCSA does. We review your files, records, and programs similar to how an auditor would, then tell you exactly what gaps in compliance you have.
Audit Support
If you've already been notified of an audit, we can help you prepare and support you through the process.
What we do:
Review your notification letter and identify what the auditor will focus on
Help you organize and prepare the required documentation
Answer questions during the audit process
File missing items quickly if gaps are discovered (though this may not always prevent violations from being cited)
Having someone who understands the process can make a significant difference in how smoothly your audit goes.
Reinstatement for Failure to Contact
The FMCSA requires new carriers to complete a safety audit within their first 12 months of operation. If you miss their contact attempts or don't respond to scheduling requests, they can revoke your operating authority and put you out of service. In fact, this is the most common reason why new carriers are placed out of service by the FMCSA.
We handle the reinstatement paperwork and communication with the FMCSA to get your DOT number back into an active status, then prepare you for the upcoming safety audit.
If you were placed out of service because you didn't respond to an audit request or failed to schedule your new entrant audit, we can get you reinstated.
Conditional Rating Upgrades
To get upgraded, you need to submit a Safety Management Plan (SMP) showing how you've fixed the problems and put systems in place to prevent them from happening again. We can work with you to create your Safety Management Plan, help implement better safety policies going forward, and remove your ‘conditional’ rating.
A Conditional rating won't shut you down, but it will hurt your business. Brokers won't book you, insurance rates go up, and you're a target for future audits.
Corrective Action Plans (Our Specialty)
If you've received an Unsatisfactory safety rating after a compliance review (in other terms: you failed your audit), you need to submit a Corrective Action Plan (CAP) to the FMCSA or your DOT number will be placed out of service. You technically have up to 60 days, but realistically you need to submit within about two weeks to give the FMCSA enough time to review and approve it before the deadline. If you don’t have a CAP approved by the deadline, your DOT number will be placed out of service for a minimum of 30 days. You must have a CAP approved by the FMCSA and wait the 30 days before you are able to be reinstated.
This is where we excel. We have a 100% success rate creating, submitting, and getting Corrective Action Plans approved by the FMCSA.
What we need from you:
A copy of your compliance review report or investigation letter (aka Failed Audit Letter)
This report will list exactly which violations were found and cite the relevant regulation. (example below)
What we do:
Review every violation cited in your audit
Provide a final quote based on the severity of violations
Create a detailed Corrective Action Plan addressing each issue
Document the corrective actions you've taken with supporting evidence
Submit the complete CAP to the FMCSA
Follow up with the FMCSA until your CAP is approved
Reinstate your USDOT number, bringing you back into an active status (or keeping you there)
Even if you've already been placed out of service, we can still help. We've helped carriers recover from failed audits and Unsatisfactory ratings and get back on the road.
Download Our Free DOT Safety Audit Checklist
What Your Safety Rating Means
After a safety audit / compliance review, the FMCSA assigns one of three ratings:
Satisfactory
Your safety programs meet federal standards. This is the goal.
Conditional
Your safety programs have deficiencies that need to be corrected. You can still operate, but many brokers and shippers won't work with Conditional carriers. Insurance rates typically increase.
Unsatisfactory
Your safety programs do not meet federal standards. You have 60 days (45 for hazmat) to get an approved Corrective Action Plan (CAP) or your DOT number will be placed out of service and you cannot legally operate for a minimum of 30 days.
A Conditional or Unsatisfactory rating is public information. Brokers, shippers, and insurance companies can see it. Many will stop working with you immediately. The longer you wait to address it, the more business you lose.
Frequently Asked Questions
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It may take the FMCSA a few days up to a few weeks to respond after submitting your CAP. Processing times depend on several factors like; the FMCSA service center that is processing your CAP, the violations being addressed, and the types of supporting documents provided.
This is why it’s critical you prepare and submit your CAP immediately after being notified that you failed your audit.
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You have up to 60 days (45 for HazMat) before your DOT number is placed out of service, but you need to submit much sooner than that. The FMCSA needs time to review and approve your plan. Realistically, you should submit within about two weeks of receiving your Unsatisfactory rating / failed audit notice.
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Yes, but it will hurt your business. Many brokers won't book loads with Conditional carriers. Your insurance rates will likely increase at renewal. You can submit a Safety Management Plan (SMP) to request an upgrade.
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We can still help. We'll create your Corrective Action Plan and submit it to the FMCSA Service Center. Once approved, your DOT number can be reinstated so long as your mandatory 30-day out of service period has ended.
Remember, your CAP can be approved while inside the 30-day period, ensuring your DOT number can be reinstated on the 31st day.
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Every plan is different because every audit is different. We address each violation cited in your compliance review, document the corrective actions you've taken, and provide evidence that your operations now meet federal standards. The goal is to show the FMCSA that you've identified the root causes and put systems in place to prevent the violations from happening again.
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It depends on where you’re at in the process and what you need. A pre-audit compliance check is free, whereas CAPs and SMPs are typically $450, but may vary depending on the severity of your case.
Contact us to have a discussion about your situation, find the best path forward, and get a straight answer on pricing.
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No. Attempting to create a new company and file for a new DOT number / authority can and will result in your company being flagged as a Chameleon Carrier. This means a company that is purposefully avoiding the repercussions of failed audits & bad inspections.
Even if filed under a new business name or owner, the FMCSA uses data to associate one carrier with another and can revoke your authority and take other action against your company if they determine you are attempting to skirt around repercussions.
Why Carriers Get Audited
New Entrant Audit
All new interstate carriers must pass a safety audit within 12 months of receiving authority. This is the great filter of the trucking industry.
High CSA Scores
If your BASIC scores stay above the intervention threshold for multiple months, especially in Hours of Service or Vehicle Maintenance, expect a call.
Serious Crash
A fatal crash or high-profile accident often triggers an immediate compliance review and additional scrutiny.
Complaints
Driver complaints, shipper complaints, or reports from law enforcement can prompt an investigation.
Random Selection
Sometimes the FMCSA simply selects carriers for review. Larger fleets may be audited periodically regardless of scores.
Out-of-Service Rates
High driver or vehicle out-of-service percentages at roadside inspections draw attention.
Get Help With Your Audit Today
Whether you're preparing for an upcoming audit, dealing with one right now, or need to recover from a bad rating, we're here to help.