Why Summer Is the Highest-Risk Season for Fleets
Summer is peak season for commercial fleets. Shipping volumes increase, construction activity surges, and vehicles operate under the most demanding conditions of the year. This is also when roadside inspections spike. The CVSA (Commercial Vehicle Safety Alliance) conducts its annual International Roadcheck in June, and state enforcement agencies increase activity throughout summer.
Every out-of-service order goes on your CSA (Compliance, Safety, Accountability) record, affecting your scores, insurance rates, and ability to win contracts. The time to verify every certification is before summer starts, not after a roadside inspector finds the gap.
DOT Annual Inspections
FMCSA regulations require every commercial motor vehicle to pass an annual inspection under 49 CFR Part 396, Appendix G.
What to verify for every vehicle:
- Annual inspection report on file with the inspection date within the past 12 months
- Inspection decal displayed on the vehicle where required
- Deficiencies identified during the last inspection have been corrected and documented
Tip: Schedule annual inspections at least 60 days before summer peak. This gives you time to address deficiencies and get vehicles back in service before demand increases.
Roadside Inspection Focus Areas
During CVSA International Roadcheck, inspectors conduct Level I inspections covering both vehicle and driver:
- Brake systems: adjustment, air leaks, hose condition, ABS functionality
- Tires: tread depth (minimum 4/32" steer, 2/32" other positions), inflation, sidewall condition
- Lighting: all required lights and reflectors operational
- Coupling devices: fifth wheel, pintle hooks, safety chains
- Frame and body: cracks, rust-through, missing components
CDL Medical Certificates
Every CDL holder must maintain a valid medical examiner's certificate. Standard certificates are valid for 2 years, but drivers with certain health conditions may receive shorter terms.
What to verify:
- Expiration dates for all drivers (schedule physicals for any expiring within 90 days)
- Filing status with the state DMV (the certificate must be submitted to maintain CDL privileges)
- Waivers or exemptions (vision, diabetes, seizure) are current and documented
If a medical certificate expires, the state DMV will downgrade the CDL to a non-commercial license. Restoring it requires a new exam, resubmission, and 1 to 4 weeks of processing. During that time, the driver cannot legally operate your trucks.
Tip: Do not rely on drivers to manage their own physicals. A single downgraded CDL during peak season can cost thousands in missed loads.
Vehicle Registrations
What to verify:
- IRP cab cards current and carried in every vehicle operating across state lines
- Registration expiration dates with renewals processed before expiration
- IFTA decals and license current for the quarter
- Weight ratings on registrations matching actual vehicle configuration
- Temporary permits not expired for recently acquired vehicles
Insurance Certificates
Policies and documents to verify:
- Primary liability meets FMCSA minimums ($750,000 general freight, $1,000,000 hazmat)
- Cargo insurance reflects current transport values
- Workers' compensation covers all drivers
- BMC-91 filing is active with FMCSA (a lapse can revoke your operating authority)
- Certificates of insurance provided to all brokers and shippers
Tip: Check your BMC-91 filing status on the FMCSA's SAFER system at least quarterly. If your insurance company lets this filing lapse, your authority is at risk.
Hazmat Endorsements
Drivers transporting hazardous materials need a hazmat endorsement (H) with its own renewal requirements.
- TSA security threat assessment current (valid 5 years, takes 30 to 60 days to process)
- Hazmat training completed within the past 3 years (49 CFR 172.704)
- Training records on file with driver name, completion date, and trainer certification
- Security plan documented and current for high-hazard materials
If a driver's hazmat endorsement is expiring within 90 days, initiate the TSA process immediately. A driver cannot transport regulated materials while renewal is pending.
ELD Compliance
What to verify:
- ELD devices registered on the FMCSA's approved list
- Software and firmware updated to the latest version
- Data transfer methods (Bluetooth, USB, email) tested with every driver
- Malfunction reporting procedures documented and understood
- Exempt drivers properly identified (short-haul, agricultural exemptions)
Tip: Test the ELD data transfer process with every driver before summer. Officers will ask for electronic log transfer during inspections. A driver who cannot produce logs on demand may be placed out of service.
Tire and Brake Certifications
Tires and brakes are the top two reasons for out-of-service orders. Summer heat makes both worse.
Pre-summer tire checklist:
- Tread depth measured and recorded (steer: 4/32" minimum, others: 2/32")
- Inflation set to manufacturer specifications
- Tire age assessed (tires older than 6 years warrant specialist inspection)
- Sidewall condition checked for cuts, bulges, and weathering
Pre-summer brake checklist:
- Brake adjustment measured (pushrod stroke within limits)
- Lining thickness measured (minimum 1/4" for most applications)
- Air brake system tested for leaks
- ABS indicator lights verified functional on tractor and trailer
Driver Training Records
Records to verify:
- Annual MVR (motor vehicle record) pulled for every driver
- Entry-level driver training (ELDT) records for post-February 2022 CDL holders
- Road test or equivalent certification on file
- Drug and alcohol testing records including pre-employment, random, and post-accident tests
- Defensive driving and safety training documented with completion dates
Your Pre-Summer Fleet Checklist
Complete before June 1:
- Complete annual DOT inspections for all vehicles
- Remediate all inspection deficiencies
- Verify CDL medical certificates; schedule physicals for expirations within 90 days
- Confirm no CDLs have been downgraded
- Renew IRP registrations and verify cab cards in every vehicle
- Confirm IFTA decals and license are current
- Review all insurance policies and verify BMC-91 filing
- Confirm hazmat endorsements and TSA assessments are current
- Update ELD firmware and test data transfer with every driver
- Measure and record tire tread depth and brake adjustment fleet-wide
- Pull and review MVRs for all drivers
- Verify drug and alcohol testing compliance
- Update all driver qualification files
Track Every Certification in One Place
Fleet compliance involves hundreds of documents across vehicles and drivers. A single missed expiration can ground a vehicle or trigger enforcement action.
ExpiryKeeper gives fleet managers a centralized dashboard to track every DOT inspection, CDL medical certificate, registration, and insurance policy. Set automated reminders, assign tasks to safety managers, and see your fleet's compliance status at a glance.
Get your fleet certified before summer and keep it that way all season long.