# Trucking Company License and Permit Research Checklist

Which licenses and permits to research for a trucking company: state, county and city agencies to check, and questions to ask before opening.

Source page: https://cheapcheapwebsites.com/small-business-guides/industries/trucking/license-and-permit-checklist/
Updated: October 6, 2026

Trucking compliance includes an USDOT number, operating authority for for-hire interstate carriers, insurance filings, UCR, IRP apportioned registration and IFTA for multi-state operations, heavy vehicle use tax, a CDL for drivers of qualifying vehicles, medical certification, driver qualification files, hours of service and ELD rules, drug and alcohol testing with Clearinghouse queries, vehicle inspections and maintenance records, and state permits such as oversize or weight-distance taxes where applicable.

## Who to ask and what to ask

| Office | Question |
| FMCSA | Which registrations and authority does my operation need? |
| UCR | What is my registration bracket this year? |
| Base state IRP and IFTA office | How do I apply for apportioned plates and a fuel tax account? |
| IRS | Do I owe Form 2290 for my vehicle weight? |
| State DOT | Are there intrastate rules or weight-distance taxes? |
| Insurance agent | What coverage do brokers and shippers require? |

## Sample compliance calendar

| Item | When |
| IFTA return | Quarterly |
| UCR | Annually |
| Form 2290 | Annually for the tax period |
| Annual vehicle inspection | Each year per vehicle |
| Driver medical card | Before expiration |
| Clearinghouse queries | At hire and annually as required |
| MVR review | Annually |

## Mistakes that cause problems

- Missing IFTA deadlines
- Expired medical certificates
- Incomplete driver qualification files
- Not running Clearinghouse queries

## Driver qualification file basics

For each driver, including an owner-operator who drives, keep an employment application, motor vehicle record checks, road test certificate or equivalent, medical examiner's certificate, annual reviews and Clearinghouse queries as required. FMCSA explains the requirements; a checklist and calendar keep the file current.

## Rules owners often miss

Keep records of each vehicle's annual inspection and repairs for the period federal rules require, and store driver files securely.

## What to research

| Requirement | Usually handled by |
| USDOT number and operating authority | FMCSA |
| Commercial driver licensing | State DMV |
| IFTA and IRP registrations | Base state agencies |
| Insurance filings | Required by FMCSA for authority |
| Drug and alcohol program | FMCSA rules |

## Free tools

Renewal tracker

## Common questions

### Do I need an ELD?

Most drivers required to keep records of duty status must use a registered ELD, with some exceptions. FMCSA explains who is exempt.

### What is the Clearinghouse?

FMCSA's database of drug and alcohol violations; employers must query it for CDL drivers.

### What are hours of service rules?

Federal limits on driving and on-duty time. FMCSA's hours of service pages explain them.

### Do intrastate carriers need an USDOT number?

Many states require it; check your state DOT.

### Do I need a hazmat endorsement?

Only if you haul placarded hazardous materials; that also adds registration and insurance requirements.

### Do I need a CDL for a box truck?

It depends on vehicle weight and use; check federal and state rules.

## Sources

- SBA: Apply for licenses and permits: https://www.sba.gov/business-guide/launch-your-business/apply-licenses-permits
- FMCSA: Registration: https://www.fmcsa.dot.gov/registration
- Unified Carrier Registration: https://www.ucr.gov/
- IFTA, Inc.: https://www.iftach.org/
- IRS: About Form 2290: https://www.irs.gov/forms-pubs/about-form-2290
- FMCSA Drug and Alcohol Clearinghouse: https://clearinghouse.fmcsa.dot.gov/
- FMCSA: Hours of service: https://www.fmcsa.dot.gov/regulations/hours-of-service

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