FMCSA Inspection Readiness for Fleets with 10–60 Units

Week 7 · FMCSA · Small fleets

If you run a small fleet under FMCSA rules, you probably don’t have a full-time compliance officer. Most of the time, staying compliant is one more job on top of everything else. Inspections feel stressful because you’re wondering what you missed.

You don’t have to be perfect to be prepared. You just need a repeatable system that covers your most important risks.

1. Build a simple inspection file for each unit

Start with a physical or digital folder for each truck and trailer. At minimum, include:

• Copy of registration and insurance.
• Annual inspection reports (and any repair docs tied to them).
• Recent PM and repair invoices.
• Any out-of-service reports or roadside inspection slips.

When an inspector asks about a unit, you should be able to pull a clean history quickly.

2. Use your PM program to drive compliance

FMCSA wants to see that you’re not just reacting to breakdowns. That’s where a basic PM program comes in:

• Document PM intervals in a fleet PM tracker.
• Record when PMs are completed and by whom.
• Capture any safety-critical findings and repairs.

If your PMs are being done on-site, make sure your provider’s invoices and inspection sheets are clear and legible — that’s part of your compliance story.

3. Pay attention to repeat defects

FMCSA cares when the same type of defect shows up again and again. Use your repair log to spot:

• Brakes that are always out of adjustment.
• Lights that constantly fail because of wiring issues.
• Units with recurring tire problems.

If you see repeats, treat them as system issues — not one-off events.

4. Make pre-trip and post-trip inspections real

Driver inspections are a key part of your defense in an FMCSA review. To make them matter:

• Give drivers a simple, readable inspection form.
• Respond when they write up legitimate defects.
• Document when and how issues are corrected.

When drivers see that defects get fixed, they’re more likely to keep bringing them up.

5. Don’t ignore documentation and paperwork

Even if your trucks are in good shape, missing paperwork can still create problems. Make sure:

• Required documentation is in the glove box or driver packet.
• Expired documents are removed and replaced.
• Your office keeps back-up copies in case something is lost on the road.

Need support from a maintenance partner that cares about compliance?

We structure our on-site PM and inspection work so it supports your FMCSA story — clear findings, clear corrections, and documentation you can actually read later.