Mistakes That Can Fail Your New Entrant Audit (And What to Do Instead) 🚚✅
Q: What mistakes often cause new carriers to fail the FMCSA New Entrant Safety Audit—and how can you avoid them?
A: Common fail points include not having a drug & alcohol testing program, missing maintenance/HOS records, expired insurance, and weak accident documentation. Organize files, run mock audits, and follow FMCSA guidance to pass.
All right, so… think about your New Entrant Safety Audit like your first run with a new shipper. If your paperwork’s sloppy, you’re starting behind. Let me show you the failure traps—and exactly what to do instead.
What the Audit Covers
The audit happens within your first 12 months as part of FMCSA’s 18-month program. Start with these official resources:
Audit Failure Triggers (Avoid These) ⚠️
- No Drug & Alcohol testing program (or no consortium for O/Os).
- Unqualified drivers—no valid CDL, expired med card, or missing MVRs.
- Expired/insufficient insurance or missing proof.
- Missing HOS logs or no supporting documents to verify time on duty.
- Poor vehicle maintenance files—no PM schedule, repair orders, or annual inspections.
- No Accident Register (must keep 3 years, even if zero incidents).
What to Do Instead ✅
| Mistake | Do This Instead |
|---|---|
| No testing program | Enroll immediately; keep policy, randoms, and Clearinghouse activity on file. |
| Driver not fully qualified | Build complete DQFs—application, CDL, med card, MVRs (initial + annual), road test. |
| Insurance gaps | Set reminders for renewals; keep current certificates accessible. |
| Weak HOS controls | Use ELDs; retain supporting docs (BOLs, fuel, toll) and audit logs monthly. |
| Maintenance records missing | Run a PM schedule; save repair orders and annual inspection reports. |
| No accident register | Maintain a 3-year register with dates, location, injuries/fatalities, HM release, reports. |
If You Fail—What Happens?
FMCSA notifies you and may give a short window to correct issues; ignoring it can lead to revocation and being placed out of service. Know the audit scope here:
CSA Safety Planner – New Entrant Audit Details
Quick Prep Routine (Monthly) 🗂️
- Run a mock audit—pull any document in under 60 seconds.
- Check expirations: CDLs, med cards, insurance, annual inspections.
- Reconcile ELD logs + supporting docs and fix gaps.
- Keep a cloud folder that mirrors your binder tabs for easy sharing.
Bottom Line 📌
So basically… the fastest path to “satisfactory” is simple: testing program in place, complete driver and vehicle files, clean HOS, current insurance, and a maintained accident register. Keep it tight and you’ll pass without drama.
