Module - Transportation Company Filing - Required Documents

As an experienced safety and compliance professional in the trucking industry, I understand the importance of maintaining comprehensive and accurate records for trucks and drivers. This module provides a detailed guide on the documents that must be maintained by every carrier.

The Driver Qualification File (DQF) is a critical component of this process, ensuring that all drivers meet the necessary legal and safety standards. This guide covers the essential documents that must be maintained for Company Drivers and Owner Operators of Canadian and US carriers. In addition, I cover what documents must be maintained and updated for all Trucks and Trailers from an operational point-of-view. This is the guide to practical document maintenance for a commercial carrier. You can see the full list of documents and guides in the Table of Contents below.

If you have any questions don't hesitate to reach out vanuo@fleetsage.com

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Table of Contents

  1. Driver Qualification File (DQF) The applicant needs to submit two pieces of government-issued identification (one must be photo ID).
      Necessary Documents:
    1. Application completed, signed by Driver and Safety Officer
    2. Driver License – copy of proper, valid license
    3. SSN #
    4. Health Card, Medical Certificate – applicant medical condition.
    5. Citizenship Card, Passport and Visa for USA.
    6. Police Criminal Search, no more than 30 days old at the day of application.
    7. Driver Abstract, or MVR – no more than 30 days old at the day of application
    8. CVOR – no more than 30 days old at the day of application.
    9. Articles of Incorporation.
    10. Fast Card, CDRP, WTIC, if any. Otherwise “Police Criminal Search’ is required.
    11. PSP – Pre-Employment History in the USA. Driver Consent needed; ETC.
  2. Driver Drug & Alcohol Tests File All files must be maintained ina a separate filing cabinet, with access restricted to the safety office in charge (&382.403 OF REGULATIONS).
  3. Accident File
  4. Truck Files – Ownership and Maintenance Files
  5. Trailer File – Ownership and Maintenance Files
  6. Daily Logs File
  7. Master Documents File
  8. Driver’s Binder
  9. Company Quarterly IFTA – fuel and miles reports. Weight distance.
  10. Per state mandatory truck registration
  11. Transponders and ELD in the cab
  12. Company WSIB and disability insurance
  13. Carrier and driver on the road cargo record keeping
  14. Filing and documents required for audit
    • Note: In case of the company audit by FMCSA and MTO, refer to FMCSA company safety & compliance; required documents, FMCSA – driver qualification file; required documents and MTO - commercial vehicle operators' safety manual - audit procedure, for a list of required files and documents.
  15. Carrier insurance renewal – required documents, files
  16. Driver Training

Maintaining up-to-date document filing is vital for both the safety of drivers and the integrity of the carrier. By ensuring that all required documents are collected, reviewed and stored properly, companies can reduce risks, ensure compliance with regulations and promote a culture of safety on the road.

By purchasing this module you will receive a practical guide on document management within a commercial carrier. I cover all of the documents required by federal and provincial authorities and provide templates for operational activities.

Purchase Module: Trucking Company Filing - Required Documents Guide

Once purchased you will receive a digital download containing the full guide along with all the forms and documents listed in the above Table of Contents.

Required Documents

For all other regulations including minimum age, experience, employment history, ELDT program, etc., please reference "Driver Hiring Policy and Retention Strategy" and "Company Hiring Policy - Amendment - Mentor Program", part of the FleetSage Hiring Procedure, Application Forms and Documents, available at Hiring Procedures, Application Forms and Documents Canada or US.

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