If you received a "New Entrant Audit" letter or are just doing your annual self-check, the panic usually sets in immediately. What documents do they want? Did I miss a signature?
The FMCSA doesn't grade on a curve. You either have the files, or you get a violation (and a potential downgrade to "Conditional").
To help you prepare, we’ve compiled the "2026 Audit Survival Checklist." These are the top 10 items auditors are targeting this year, specifically regarding Driver Qualification (DQ) and the Drug & Alcohol Clearinghouse.
Don't want to read? Download the Checklist.
Save this PDF to your computer and print it for your driver files.
1Driver Qualification (DQ) Files
Reference: 49 CFR Part 391
This is your base layer of compliance. For every driver (even yourself, if you are an owner-operator), you must have a specific folder containing:
- Driver ApplicationIt must show employment history for the last 10 years. Pro Tip: If there are gaps (e.g., they didn't work for 3 months), you need a written record explaining why.
- MVR (Motor Vehicle Report)You need the original report from their hire date, PLUS a new one run every 12 months for their annual review.
- Road Test CertificateA copy of their valid CDL is usually enough, but best practice is to keep a specific "Road Test Certificate" signed by a supervisor.
- Medical Examiner’s CertificateEnsure it is valid (not expired) and verify the doctor is listed on the National Registry.
2Drug & Alcohol Clearinghouse
Reference: 49 CFR Part 382
This is where we see the biggest fines in 2026. The rules have tightened, and auditors are checking for "Digital Trails."
You must run a full query before the driver touches the steering wheel.
You must run this once every 365 days for every active driver.
The Limited Query Consent Form
You must have a signed consent form for the specific year of the audit.
The Trap: If you use a digital form, does it have an IP Timestamp? An auditor may ask you to prove when the driver signed it. If you can't, they can claim it was backdated.
✅ Solution: Use QuickConsent to create an audit-proof, time-stamped digital record.
A signed receipt showing the driver received and read your company's Drug & Alcohol policy.
3Hours of Service (HOS)
Reference: 49 CFR Part 395
- ELD RecordsYou need to be able to transfer 6 months of data via Web Service instantly during the audit.
- Unassigned Driving RecordsDo you have an explanation for every mile the truck moved without a driver logged in? (e.g., Mechanic moves, yard moves).
Stop Chasing Signatures
Gathering these 10 items is hard work. But Item #7 (The Consent Form) is the most annoying because it requires chasing drivers who are on the road.
Stop relying on "wet ink" and scanners. Automate your Limited Query Consents with QuickConsent.