Was that a DOT inspection?
We review inspection results every day because it directly
affects safety records, underwriting, and insurance pricing. Recently,
customers have raised a consistent question.
Drivers are being inspected, but
they are not receiving inspection paperwork.
We are getting this feedback from Georgia carriers in particular.
They have had full inspections conducted
by GA PD. When they asked for the inspection
paperwork they are being told the paperwork is at the officers’ discretion.
To better understand this, it helps to separate what the inspecting
officer is required to do from what the driver and carrier are required to do
under federal regulation.
The inspecting officer’s duty
The requirement begins with the inspector.
Under 49 CFR §396.9(a), when a commercial motor
vehicle is inspected at the roadside, the authorized inspector shall prepare a
report of the inspection.
This report is the official Driver Vehicle Examination
Report associated with a DOT inspection. The regulation does not limit this
requirement to inspections with violations and does not describe report
preparation as discretionary once an official inspection has occurred.
Full regulation here:
https://www.ecfr.gov/current/title-49/subtitle-B/chapter-III/subchapter-B/part-396/section-396.9
The driver and motor carrier’s duty
Once an inspection report is issued, 49 CFR §396.9(d)
outlines the driver’s and carrier’s responsibilities.
The driver must deliver or transmit a copy of the inspection
report to the motor carrier.
The motor carrier must review the report, certify any required corrective
actions, and retain the report for the required period.
These steps apply after an inspection report has been
prepared as part of an official DOT inspection.
Where the questions come from
What we hear from customers is not about enforcement itself.
It’s more about process clarity.
Drivers are leaving roadside encounters believing a DOT
inspection occurred, but without paperwork. Later, carriers are unsure whether:
- A full
DOT inspection was conducted
- An
inspection report exists
- Anything
was reported to FMCSA
That uncertainty makes it difficult for carriers to reconcile their records. It is especially frustrating when you get a clean inspection, no proof of said inspection plus it’s not showing up on your CSA data.
Clean inspections help keep OOS percentages in check and show that equipment issues are being fixed, not ignored. They give underwriters/brokers/shippers proof that violations are addressed and that problems are not repeating. Over time, clean inspections help balance the story your safety data tells about your operation.
From the carrier’s perspective, the question is simple:
Was a DOT roadside inspection conducted, and if so, why wasn't an
inspection report issued?
If a report was issued, federal regulation outlines how it
should be handled and retained. If no report exists, it is important for
carriers to understand whether the stop was an inspection or another form of
enforcement.
You can request an Inspection Report Request (IRR) via the
DataQs system at no cost.
Truck U Take
This isn’t about fault or intent. It’s about consistency and
documentation. Inspection data matters, and carriers rely on accurate records
to manage safety and insurance outcomes.
We’re curious to hear from the industry.
Have your drivers experienced roadside inspections where
no inspection report was provided, and how did you determine whether an
official DOT inspection had taken place?
Disclosure
This post is for educational purposes only. It is not legal advice, insurance advice, or a substitute for calling your agent. Truck U is good, but we are not psychic. Policies vary, laws change, and courtrooms get weird. Do not make decisions based solely on something you read on the internet unless it is from us, in writing, with your name on it.
All opinions are our own and do not represent the views of any carrier, employer, or underwriting department that occasionally wishes we were quieter on LinkedIn.
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