The Commercial Vehicle Safety Alliance’s (CVSA) DOT inspections are the largest targeted enforcement program on commercial motor vehicles in the world, with nearly 15 trucks and motorcoaches inspected, on average, every minute across North America.
Preparing for a DOT inspection can feel overwhelming, but understanding the process and what inspectors focus on is the first step to staying compliant and avoiding costly mistakes.
Understanding DOT inspection levels
DOT inspections come in three levels, each with a different focus.
- Level 1 is the most thorough, covering a full check of both vehicle and driver, including all documentation.
- Level 2 focuses on the driver and exterior of the vehicle, while
- Level 3 concentrates solely on driver documents and Hours of Service.
Each level plays a role in keeping roads safe, assessing vehicle condition, driver readiness, and compliance. Knowing what each inspection targets helps fleets prepare properly, reduce surprises, and minimize the risk of violations. Even with this knowledge, common mistakes can still catch operators off guard.
Mistake 1: incomplete or missing documentation
Missing or outdated documentation is one of the quickest ways to incur an out-of-service violation. Driver logs, registration, insurance proof, and inspection certificates all need to be current and easily accessible.
Simple systems such as a document checklist and regular internal audits can prevent most issues. Keeping records organized ensures inspections run smoothly, avoids unnecessary fines, and protects fleet operations.
Mistake 2: skipping pre-trip and regular maintenance checks
Neglecting routine maintenance checks is a common and costly mistake. Pre-trip inspections catch small issues before they escalate into safety risks or compliance violations. Brakes, lights, tires, and fluid levels all require regular attention.
A consistent maintenance schedule keeps vehicles in top condition and ensures every asset meets DOT standards. For fleets using predictive maintenance technology, this becomes even easier. AI continuously monitors thousands of data points across the fleet — from engine performance and battery health to tire condition and driving patterns.
By comparing this live data to historical trends, it identifies early warning signs weeks before they could cause breakdowns or inspection failures, alerting managers in real time to ensure vehicles are always inspection-ready, reducing risk and downtime.
Mistake 3: overlooking safety-critical components
Safety-critical components like lights, brakes, and tires are the most frequently flagged issues. In fact, defective brakes consistently rank as the number one vehicle OOS violation.
Taking a few minutes for thorough inspection helps prevent accidents and keeps vehicles roadworthy. Early detection of small issues is far easier and cheaper than dealing with the consequences of non-compliance.
Mistake 4: Misunderstanding CVSA decals and inspection record validity
CVSA decals show that a vehicle recently passed a Level I or Level V inspection with no critical violations. The decals help inspectors quickly identify vehicles that have already been inspected and are less likely to need another full review.
However, decals are only valid for the month in which they’re issued plus two additional months—not for a full year. Their color indicates the quarter of issuance, and the printed number represents the year. Once expired, they must be removed before a new decal is applied.
Fleets should ensure:
- decals are current and unexpired (maximum 3-month validity)
- decals are placed in the correct location on power units and trailers
- inspection records are accessible and up to date, even when a decal is present
Understanding how CVSA decals work helps fleets avoid delays, unnecessary inspections, and compliance issues.
Mistake 5: poor driver training and preparation
Even the best-maintained vehicle can fail if the driver is unprepared. Drivers are the frontline during DOT inspections, and misunderstanding inspection requirements or documentation protocols can lead to violations.
Effective training covers the inspection process, required documents, and professional communication with inspectors. Well-prepared drivers reduce inspection failures, streamline roadside checks, and maintain fleet safety and efficiency.
Mistake 6: ignoring state-specific requirements
DOT inspections vary by state, and overlooking local rules can lead to fines, failed inspections, or downtime. For example, Texas requires annual truck inspections including brakes, lights, and tire tread depth, while California emphasizes emissions testing, and New York mandates additional brake and suspension checks with a state-issued inspection report.
Fleets should maintain state-specific checklists, keep up with regulation changes, and ensure drivers understand local requirements. Staying informed ensures smoother inspections and keeps operations efficient across jurisdictions. For a full list of state-specific requirements, visit the FMCSA website.
Fail to prepare, prepare to fail
Avoiding DOT inspection mistakes comes down to preparation, training, and proactive fleet management. By maintaining thorough documentation, maintaining your vehicles, training drivers effectively, and staying aware of federal and state requirements, fleets can reduce inspection failures, protect safety ratings, and operate efficiently. A little preparation goes a long way.
Keep your fleet inspection-ready with digital workflows and AI-powered predictive maintenance. Talk to our team today to reduce inspection failures, fines, and downtime.
