What do truck drivers need to have in their permit folder?

Written by Mike Ivanoff | Jan 4, 2020 7:46:44 PM

Whether we call it a permit book, a paperwork binder or a document folder you keep one in your truck. Have you had an inspection turn south because of missing paperwork? We know we have! We sat down and made this list of what need in their permit folder. cannot move without proper and permits, which must be in the folder at all times.

MC Authority

It shows your company's registration with the DOT and authorizes you to transport . It lists your company name and number. MC permit authorizes a company to move for third parties.

Certificate of Insurance

The title says it all. It lists your insurance company and policy numbers along with contacts for your agent. Keep in mind there are several policies on the same sheet. They might have different expiration dates, so be sure to check them all.

Truck registration

Lists your rig’s VIN, plate, make and model as well as info on the registered owner. States issues IRP registrations annually, and they can be valid for single or multiple states. Just like with insurance, expiration dates are critical.

Annual inspection

Certified mechanics fill out these checklists. They confirm your equipment is operational and defect free. Annual means dates are important. Check for expiration. Yearly inspection stickers go on the side of your truck, but also need the paper from inside the truck binder.

Lease agreement

If you are an owner operator or drive a truck not registered under your company’s name, you need a lease agreement. These vary between a single page and multipage contracts. It's a document listing equipment ownership and lease terms.

IFTA

You need both stickers and a cab card. Both need annual updates and show your company information and expiration dates. IFTA stickers change colors annually making it easy to spot outdated ones

Oregon permit

While most states can check permit status by running your VIN, Oregon requires you to carry a paper copy in your truck. Kentucky and New Mexico no longer need hard copies and New York states now issue stickers. You can read more on the ODOT website.

ELD instructions

Written instructions on how to operate your electronic logging device. The DOT mandates these have to be kept inside your truck and presented during an inspection. must be proficient with using their ELD device regardless of the brand.

Backup paper logs

Again, mandated by the DOT in case of ELD failure. need at least one week’s worth of HOS logs or minimum of eight sheets. That is seven past days + today.

Hazmat permits

If your company is transporting Hazmat materials, you need to have the proper permits. For non-high-risk shipments, you need an FMCSA hazmat permit that certifies your company has the appropriate endorsements. These permits have expiration dates and can be valid for single or multiple years. In addition to the federal licensing requirements, individual states require separate hazmat permits. These states are Colorado, California, Idaho, West Virginia, Nevada, Oklahoma and Michigan (the last four share a single ).

Read our guide to hazmat

While need trailer registration and annual inspections during DOT inspections, we advise against keeping them inside the cab. These go inside a box mounted on the nose of the trailer. We know opt to keep them inside the cab for easy access, but this leads to problems. If you swap trailers, the company paperwork stays with you, hence it leaves the next company driver without documents.

must know that information regardless if it is coming from their , other or from other friends.

An excellent tip to keep your papers organized is a ringed binder with clear plastic sleeves. It will protects against rips and spills and keeps things within reach.

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