Pass More Roadside Inspections

Roadside inspections shape your CSA profile, influence insurance pricing, and affect who will hire you. For small fleets, passing on the first try is not luck; it is the result of tight pre-trip routines, clean documentation, and professional driver conduct at the scale house.

The good news? The inspection process is predictable. If you align your daily habits with how inspectors want to see, you’ll breeze through DOT stops and keep your scores (and trucks!) rolling.

know the rules (and what inspectors actually Check)

Start by understanding how inspections are structured. The Commercial Vehicle Safety Alliance (CVSA) sets the North American Standard Inspection Program; you can review all inspection levels and what qualifies for a CVSA decal on CVSA’s site, including a high-level description of the Out-of-Service (OOS) Criteria and an overview of inspection levels. The Federal Motor Carrier Safety Administration’s (FMCSA) Analysis and Information (A&I) portal also breaks down national activity by level so you can see where enforcement time is spent.

Next, connect inspections to your Compliance, Safety, and Accountability (CSA) picture. FMCSA explains the program at the official CSA portal and provides a concise overview of how violations affect the seven BASICs in this CSA factsheet. Print the BASICs visor card for your drivers and emphasize that clean inspections help the fleet’s business, not just compliance.

tighten pre-trips and paperwork to match out of service triggers

Most Out of Service (OOS) findings trace back to a short list of issues: brakes, tires/wheels, lights, securement, and driver-side items like medical certificates and hours. Build your pre-trip around addressing those known problem areas and give drivers a simple, repeatable flow.

FMCSA’s guidance on Driver Vehicle Inspection Reports clarifies what must be reported and retained; the Code of Federal Regulations details driver qualification and maintenance responsibilities, while this FMCSA planner page outlines post-inspection duties—deliver the report to the carrier within 24 hours, fix OOS defects before operation, return the signed report within 15 days, and keep it 12 months.

Standardize your cab docs: CDL, medical card, registration, IFTA/IRP, DVIR as applicable, proof of inspection, and any hazmat credentials. Use a one-page checklist and a sleeve in the visor. For post-trip, keep a simple DVIR flow and follow FMCSA’s Q&A on repair certifications.

coach driver conduct at the scale (professional = predictable)

A clean, calm interaction can set the tone. Train drivers to announce what they’ll do (e.g. “setting brake, chocking wheels”), to follow requests precisely, and to answer only the question asked. Encourage drivers to flag any safety concerns they’ve already documented—it shows diligence. If an inspector records a violation, focus on fast correction and complete documentation; remember, inspection results feed directly into the Safety Measurement System (SMS).

Close the loop at the office. Review every inspection within 24 hours, correct defects, and log lessons learned into your pre-trip checklist. Track your own pass rate and target quick wins (e.g., light and tire checks at fuel stops). Over time, this discipline produces fewer interruptions, safer equipment—and better CSA signals to shippers and insurers.

At Joe Morten & Son, Inc., we work with trucking operations to protect their bottom line. If you’re in the market for an agency that puts you first, we’re here to help.