As you know, I went through a DOT audit recently and I thought I may as well post some of my lessons learned for those of you that haven't had one yet.

-Make sure your log book matches the times on all you reciepts (tolls, fuel, food, scales etc etc etc). It's not as simple as throwing out the receipts that do not match.
-If you pay for anything by credit card, the auditor can ask to see your credit card statement and he will soon have a record of where you have been and at what time. This had better match your logs.
-If you have drivers (as we do), monitor their logs on a regular basis to make sure the above is in compliance.
-Keep a record of all maitenance. We had to go back 2 years.

Finally, and this one is very important for us:
-Make sure you keep a record of all inspections. We passed our audit (2 log violations, 1 major and 1 minor), but we still were rated "conditional" because, according to DOT records, we were placed OOS on 3 of our last 3 inspections.

I asked how we can be doing so well in the US (7% OOS ratio, & zero driver violations) but in our home state we are 0 for 3 in 2007? Furthermore, I KNOW we have been inspected more than 3 times, and I KNOW we have passed some. I asked if it was possible that only the OOS inspections were recorded. "No."

Luckily, I had a copy of one inspection for which we got two stickers. Our safety rating was recalculated and we passed. The DOT had no record of us passing any inspections. The DOT had not entered the inspections that we passed.

 

Rank,

The good thing is that you passed your audit, even if its "conditional". We received a 100% pass on everything. I really prepared and got things in order after I learned our audit date. We've just been released from the "New Entrant" status. I make sure we do a monthly inspection on our truck like the "big boys" do when your truck is leased onto them.

It's government so you have to check and recheck everything.

 

Thanks for posting this rank, I copied it and put in my file for later review.

Couple of questions, when they come in do they have the run of your office or do you have the things they want to see laid out for them when they get there? and if they ask for something else you get it for them.

Also, what's the atmosphere? all business or friendly? maybe that depends on who you get.

 

The DOT Officer that did my audit was business but nice. I'm a people person so I asked how she started, etc. I always like to break the ice so I focus my topics on the person. I learned that most people like to talk about themselves. I was asked for the items needed. They provide a list of items they need prior to the audit. If you follow the listed items you will be okay.

 

The atmosphere was friendly. He was a good guy.

They did not have the run of the place. For log books, I was told in advance which drivers and which months were being targeted and was told that he would be looking at receipts for those months. For maitenance records, I was told which vehicles. I had all that stuff ready but nothing more.

By the way, we are not conditional. It was an unconditional pass after we added in only one good inspection that they left out.

 

Yeah I do that too JT2, another thing that works also is to play stupid. It works like a charm, people for the most part love to help , you just have to let them.

 

Congrats on passing with the unconditional!! A conditional is the beginning of the end and the kiss of death. You should offer your drivers a bonus for passing DOT inspections $25- $50 (just a suggestion). It will be money well spent and it is usually the same dirt bag, irresponsible drivers that get you OOS. You may even consider fining a driver who is put OOS over something that he could have caught with a good pretrip. I fine $125 for OOS, I dont pay for passing but probably should. I have been through about 5 DOT inspections and they can really go sour if the inspector gets pissed or is an @$$hole.

 

I like the $25 idea Loadit. Our OOS ratio is pretty good in the US....1 OOS in 14

 

We passed ours with a satsifactory in nov. of 06. just had everything the letter asked for available, professional yet friendly.

 

Rank, I've been meaning to ask; you say they can ask for credit card statements which show where we've been and time but I don't think credit card statements show time?