How to Follow Up After Receiving A Scam Compliance Letter

You might feel that you are at a loss for words at the moment. You just received a letter warning you about the consequences of not being DOT-compliant. It makes you a little nervous and anxious. You know that you have been following your DOT compliance deadlines quite religiously and that you have all the documents, papers, and permits in place. What could be the reason that you have received this letter? Remember, you are not the only one who has received this letter. This correspondence is only to keep you 100% compliant throughout the year so that you do not have to pay any fines and penalties. It is not a good idea to consider these letters a scam or spam when you receive too many of them.

The ideal way forward from here is to understand how not being compliant can affect your business negatively. If it weren’t for this letter, you would have probably missed out on several of your deadlines and submission dates.

DOT compliance simply means that you have taken all the necessary measures to meet the various standards that have been established by the department of transportation and the federal motor carrier safety administration. Violating any of these guidelines or standards can result in serious consequences for your business. If you are a commercial motor carrier, you will be regularly monitored by authorities and the government including the DOT and the FMCSA. So once you receive this letter, it is better to understand how to move forward.

Should You Comply With DOT Compliance?

The rules laid down by the department of transportation will apply to you and your vehicles if you have a USDOT number. If you have a fleet of commercial vehicles and if you operate under any one of the following criteria, you must make sure that your business is compliant throughout the year:

• Transportation of hazardous materials in any quantity or type that is specified by the department of transportation 
• When the gross vehicle weight rating or the combined weight of your vehicle is more than 10,000 pounds
• Transportation of 8 passengers which includes the drivers for compensation 
• Transportation of 15 passengers and should include the driver as well

If any of the above given apply to your company, you will have to make sure that you are compliant with the rules and regulations laid down by the authorities. Some states across the country require that you obtain a USDOT number even if you are an intrastate commercial motor vehicle registrant.

Create A DOT Checklist

You can also begin by creating a DOT checklist so that you can understand where your shortcomings are and how to go forward to keep your business compliant throughout the year. After receiving a supposedly DOT compliance “scam” letter, make sure you have done the following:

1. Ascertain that you have the current copy of the rules and regulations laid down by the federal motor carrier safety administration
2. Connect with all your drivers and ask them to familiarize themselves with parts 40, 380, 382, 383, 387, 390-397, and 399, subchapter b, chapter 3, title 49 of the federal regulations code
3. Make sure that your workplace is always ready for a surprise audit by an audit officer selected by the authorities (more on this later)
4. Take out the time to create a regular vehicle maintenance program and make sure that it is followed throughout your workplace
5. When it comes to hiring your drivers, you should always carry out a pre-employment background check
6. It is also advised to conduct a pre-employment drug and alcohol test for all your probable candidates for every safety-sensitive job
7. Distribute a copy of the policies of the department of transportation among all your drivers and safety-sensitive position holders
8. Conduct a mock drug and alcohol testing program every 6 months or so
9. Perform routine inspections on all your vehicles yourself without any prior announcement
10. If you find any violations by any drivers, the ideal thing to do will be to refer them to approved substance abuse programs immediately
11. You will also have to remember that all the records that you have been maintaining relating to drug and alcohol regulations and testing of your drivers can be retrieved at any time

DOT Audits Can Happen Anytime

A very important thing that you should always remember whether you have received any DOT compliance scam letter or not is the fact that a DOT compliance  audit can happen practically anytime. The federal motor carrier safety administration might choose you randomly based on any criterion that they think calls for an audit. It can be over-the-road performance, roadside inspection, a complaint from a civilian or any individual, or perhaps a violation that has come under the radar of the authority.

Conclusion

In the end, let’s just remember a few important things. It is very essential that you keep your drivers in check and your motor carrier company compliant throughout the year. It is going to help you prevent fatal accidents and reduce your overall crash rate as well. Remaining compliant with these regulations is the only way to remain in business.