How FMCSA Inspections Work: A Complete Guide

Picture this: you're running a 40-truck fleet out of Dallas, and two of your drivers get pulled into a weigh station on I-35 the same week. One passes with a clean report; the other gets slapped with an out-of-service order for brake defects your shop missed. That single inspection just reshaped your CSA profile, your insurance renewal, and possibly your biggest shipper's willingness to keep booking loads with you. FMCSA roadside inspections carry that kind of weight -- and with over 3.5 million conducted each year, every carrier needs to understand exactly how they work.

Why FMCSA Inspections Matter for Road Safety

Roadside inspections serve as the frontline defense against unsafe commercial vehicles and drivers on America's highways. Federal and state enforcement officers -- roughly 12,000 certified inspectors across the country -- conduct these checks to verify compliance with Federal Motor Carrier Safety Regulations (FMCSRs). What surprises many fleet managers is just how consequential even a single stop can be.

According to FMCSA's 2024 fiscal year data, the inspection program flagged serious issues at a rate that should keep any safety director's attention: approximately 21% of vehicle inspections resulted in out-of-service violations, and about 5% of driver inspections led to out-of-service orders. Those numbers mean that roughly one out of every five trucks pulled in for a full inspection has a defect serious enough to take it off the road immediately. On top of that, every inspection record -- clean or not -- feeds directly into CSA scoring and carrier safety ratings, making each encounter a data point that follows your company for up to 24 months.

For carriers, inspection results directly affect their Safety Measurement System (SMS) scores, insurance premiums, customer relationships, and regulatory standing. A pattern of violations can trigger federal intervention, audits, or even revocation of operating authority.

The Six Levels of FMCSA Inspections

The Commercial Vehicle Safety Alliance (CVSA) has standardized six levels of inspections, each with different scopes and requirements. In our experience reviewing thousands of carrier records on Trucking Record, Level I and Level III inspections generate the vast majority of violations that end up hurting CSA scores -- so while all six levels matter, those two deserve the closest attention from safety teams.

Level I: North American Standard Inspection

The Level I inspection is the most comprehensive and commonly performed roadside inspection. It includes a 37-step procedure covering both the driver and vehicle.

Driver examination components:

• Valid commercial driver's license (CDL) with proper endorsements
• Current medical examiner's certificate (DOT physical card)
• Hours-of-service documentation (logbook or ELD records)
• Record of duty status compliance
• Proper shipping papers and hazmat documentation (if applicable)
• Driver's seat belt usage

Vehicle examination components:

• Brake system performance and adjustment
• Coupling devices and fifth wheel
• Exhaust system integrity
• Frame integrity and structural components
• Fuel system (leaks, secure cap)
• Lighting devices and reflectors
• Safe loading (cargo securement)
• Steering mechanism condition
• Suspension components
• Tires (tread depth, damage, inflation)
• Wheels and rims
• Windshield wipers and glass condition

Level II: Walk-Around Driver/Vehicle Inspection

A Level II inspection examines the same driver credentials and documents as Level I but conducts only a walk-around vehicle examination. Inspectors do not go under the vehicle or require components to be removed or opened.

This inspection focuses on visible components such as:

• Tire condition and tread depth
• Visible brake components
• Lights and reflectors
• Coupling devices
• Cargo securement
• Visible leaks

Level II inspections are typically completed in 20-30 minutes and are commonly performed at weigh stations with high traffic volume.

Level III: Driver-Only Inspection

The Level III inspection examines only driver credentials and compliance without a vehicle inspection. This level focuses on:

• Valid CDL with appropriate class and endorsements
• Medical certification status
• Hours-of-service compliance and documentation
• Hazardous materials training certification (if applicable)
• Proof of drug and alcohol testing program participation
• Seat belt usage

Level III inspections are frequently conducted at highway rest areas, parking lots, or during traffic enforcement operations. They typically take 15-20 minutes.

Level IV: Special Inspection

Level IV inspections are one-time examinations of a particular item. These may be conducted as part of a targeted enforcement effort or in response to specific concerns.

Examples include:

• Cargo tank integrity inspection
• Dedicated tire safety blitzes
• Brake safety campaigns
• Load securement spot checks
• Hazmat packaging and placarding verification

Level V: Vehicle-Only Inspection

A Level V inspection examines vehicle components without driver credential verification. This typically occurs when:

• The vehicle is unattended at a facility
• Inspectors are examining parked equipment
• Terminal audits include equipment examination
• New equipment is being certified for operation

The inspection covers the same vehicle components as a Level I but without the driver-related elements.

Level VI: Enhanced North American Standard Inspection

The Level VI inspection includes all Level I components plus additional requirements for vehicles transporting radioactive materials in Type B, Large Quantity, or Highway Route Controlled Quantities.

Additional Level VI requirements include:

• Radiation survey meter verification
• Package external contamination checks
• Radiation level measurements
• Documentation of radiation transport index
• Vehicle placarding compliance
• Route plan verification

What Triggers an Inspection

One of the most persistent myths in trucking is that inspections are random. They're not -- at least not most of them. Law enforcement uses data-driven selection criteria to maximize the safety impact of limited inspection resources, and carriers with poor safety histories get pulled in far more often than those with clean records.

Electronic Screening and Bypass Systems

Most states use PrePass or similar transponder systems that allow carriers with good safety records to bypass weigh stations. The system uses:

• USDOT number identification via transponder
• Real-time carrier safety score evaluation
• Weight-in-motion (WIM) sensors to detect overweight vehicles
• Credential verification (registration, insurance, IRP/IFTA)

Vehicles that receive a "red light" signal must pull into the inspection facility. Factors triggering inspection include:

• Poor CSA BASIC percentiles
• Recent out-of-service violations
• Overweight or oversize readings
• Expired or invalid credentials
• Random selection for compliance verification

Visual Inspection Triggers

Law enforcement officers may initiate roadside inspections based on visual observations:

• Visible equipment defects (cracked windshield, bald tires, inoperative lights)
• Unsafe cargo securement or shifting loads
• Smoking brakes or unusual odors
• Erratic driving behavior suggesting fatigue or impairment
• Missing or improper hazmat placards
• Leaking fluids
• Vehicle tilting or uneven ride height suggesting suspension problems

Targeted Enforcement Operations

Agencies conduct special enforcement campaigns targeting specific issues:

• CVSA International Roadcheck: 72-hour enforcement blitz each May focusing on hours-of-service and vehicle maintenance
• Operation Safe Driver Week: Annual focus on unsafe driving behaviors
• Brake Safety Week: Concentrated brake system inspections
• Hazmat compliance sweeps: Targeted inspections of hazmat transporters

Complaint-Based Inspections

Public complaints can trigger inspections. Common complaint sources include:

• 911 calls reporting unsafe driving or vehicle defects
• Shipper or customer safety concerns
• Employee tips to FMCSA or state enforcement
• Observations by other professional drivers

The Inspection Process: Step by Step

If you've never been through a full Level I, the process can feel intimidating the first time. Knowing what to expect at each stage takes the anxiety out of it and helps drivers cooperate in ways that actually speed things along.

Step 1: Initial Contact

The officer will identify themselves and explain the reason for the inspection. Drivers should:

• Remain courteous and professional
• Follow instructions promptly
• Avoid volunteering unnecessary information
• Ask for clarification if instructions are unclear

Step 2: Document Review

The inspector will request and examine:

• Commercial driver's license
• Medical examiner's certificate
• Current hours-of-service logs (paper or ELD)
• Vehicle registration
• Insurance documentation
• Hazmat papers and emergency response information (if applicable)
• Shipping papers/bill of lading
• Annual inspection sticker/report

Inspectors will verify that hours-of-service rules have been followed, checking for log accuracy, proper rest breaks, and compliance with driving limits.

Step 3: Vehicle Examination

For Level I and II inspections, the officer will conduct a systematic vehicle examination. Drivers may be asked to:

• Apply brakes so inspector can check adjustment
• Operate lights and signals on command
• Raise the hood for engine compartment inspection
• Lower landing gear or raise trailer for undercarriage access
• Open cargo doors for load securement verification

Step 4: Defect Documentation

Any violations discovered will be recorded on the inspection report. The inspector will note:

• Specific regulation violated (e.g., 49 CFR 393.75 for tire violations)
• Severity of the defect
• Whether the violation warrants out-of-service status
• Location and description of the defect

Step 5: Inspection Report and Clearance

At the conclusion, the inspector will provide:

• A copy of the inspection report (CVSA Form 1)
• Out-of-service order if applicable
• Information about repair requirements and reinspection procedures
• Explanation of violation severity and potential CSA impact

If no violations are found, the driver receives a clean inspection report, which can be beneficial for CSA scores as it demonstrates compliance.

Out-of-Service Criteria: What Takes You Off the Road

Out-of-service (OOS) violations are critical defects that pose an immediate safety risk. When an OOS violation is found, the driver or vehicle must be removed from service until the problem is corrected.

Driver Out-of-Service Violations

Common driver OOS violations include:

• Hours-of-Service: Driving beyond the 11-hour limit, exceeding 70/80-hour weekly limits, inadequate rest breaks
• Medical certification: Expired or missing DOT medical card
• CDL violations: No valid CDL, improper class, missing endorsements
• Alcohol/drugs: Blood alcohol concentration of 0.04% or higher, drug use, refusal to test
• Hazmat violations: Lacking required endorsements or training certification for hazmat loads

Vehicle Out-of-Service Violations

Critical vehicle defects requiring immediate repair:

• Brake systems: 20% or more defective brakes, missing or inoperative brake components, audible air leaks, insufficient brake performance
• Steering systems: Loose or worn steering components, cracked or broken steering column
• Lighting: Inoperative headlamps, stop lamps, or turn signals
• Tires: Tread depth below 2/32" (front) or 4/32" (other), exposed cords, flat tires, tire rubbing against vehicle
• Coupling devices: Improper fifth-wheel engagement, missing or damaged safety chains
• Frame: Cracked or broken frame members
• Suspension: Broken spring leaves, missing U-bolts, axle misalignment
• Fuel system: Fuel leaks that drip or run
• Cargo securement: Insufficient tie-downs, shifting cargo, exceeding GVWR

How Inspections Affect Carrier Safety Records

Every inspection and violation directly feeds into the FMCSA's Safety Measurement System, affecting carrier operations in multiple ways.

Impact on CSA BASIC Scores

Violations discovered during inspections contribute to percentile rankings in seven Behavior Analysis and Safety Improvement Categories:

• Unsafe Driving: Speeding, reckless operation, improper lane change violations
• Hours-of-Service Compliance: Logbook violations, driving beyond limits
• Driver Fitness: CDL and medical certification issues
• Controlled Substances/Alcohol: Drug and alcohol violations
• Vehicle Maintenance: Brake, tire, lighting, and mechanical defects
• Hazardous Materials: Placarding, packaging, and documentation violations
• Crash Indicator: Separate from inspections but viewed together with other BASICs

Each violation receives a severity weight (1-10) and time weight (recent violations count more). High percentiles in any BASIC can trigger federal intervention. Learn more in our guide to CSA scores explained.

Effect on Safety Ratings

Patterns of violations can affect a carrier's FMCSA safety rating:

• Satisfactory: Adequate safety management controls in place
• Conditional: Safety management controls need improvement
• Unsatisfactory: Inadequate safety management; subject to out-of-service

Multiple or severe inspection violations may trigger a compliance review that could downgrade a carrier's rating. See our guide on understanding FMCSA safety ratings for details.

Commercial Impact

Beyond regulatory consequences, inspection results affect:

• Insurance premiums: Poor CSA scores and high violation rates increase costs
• Customer relationships: Shippers increasingly vet carriers using inspection data
• Driver recruitment: Quality drivers avoid carriers with poor safety records
• Competitive bidding: Many freight contracts require minimum safety standards

What to Do If Your Carrier Fails an Inspection

Receiving violations or an out-of-service order requires immediate attention and a systematic response.

Immediate Actions

1. Review the inspection report thoroughly: Ensure you understand each violation cited
2. For OOS violations, arrange repairs immediately: Use certified repair facilities when possible
3. Document all repairs: Keep invoices, parts receipts, and repair orders
4. Obtain reinspection if required: Some jurisdictions require verification that OOS defects were corrected
5. Notify your safety department: Internal reporting enables pattern analysis

Data Review and Challenges

The FMCSA DataQs system allows carriers to challenge inspection violations believed to be inaccurate:

• Violations reported in error
• Defects that were not present on the vehicle inspected
• Incorrect severity assessments
• Violations attributed to the wrong carrier

Challenges must be filed within:

• 60 days for inspection violations
• 90 days for crash reports

Successful challenges remove violations from SMS calculations, improving CSA scores. However, frivolous challenges waste resources and can damage credibility.

Root Cause Analysis

Fleet safety managers should treat each violation as an opportunity to dig deeper rather than simply fixing the immediate problem. Ask whether the violation stems from a maintenance schedule that doesn't account for high-mileage routes, or from driver training that skips over brake adjustment checks during pre-trip walkarounds. Sometimes the root cause turns out to be a third-party vendor who rebuilt a component incorrectly, or a policy that looks good on paper but doesn't match what's actually happening in the shop. The goal is to find the systemic issue so the same violation doesn't show up in the next roadside stop.

Corrective Action Plans

Develop and implement corrective actions:

• Enhanced pre-trip inspection requirements
• Additional driver training on identified weaknesses
• Revised maintenance schedules or procedures
• Upgraded equipment or technology
• Increased supervision or auditing

Tips for Passing Inspections

There's no secret trick to passing roadside inspections. The carriers that consistently earn clean reports are simply the ones that treat preparation as a daily discipline rather than something they scramble to address after a bad stop.

Driver Preparation

Before every trip:

• Conduct thorough pre-trip inspections using standardized checklists
• Document all defects on driver vehicle inspection reports (DVIRs)
• Ensure medical certificate is current and carried in the vehicle
• Verify hours-of-service compliance before starting the shift
• Check that all required documents are onboard and current
• Ensure ELD is functioning properly with no malfunctions

During the trip:

• Monitor vehicle gauges and indicators for developing problems
• Address minor issues before they become critical violations
• Maintain accurate hours-of-service logs in real time
• Secure cargo properly and check securement periodically

At inspection time:

• Be courteous and professional with inspectors
• Have documents organized and readily accessible
• Answer questions truthfully but concisely
• If uncertain about a question, say so rather than guessing
• Cooperate fully but understand you have rights

Carrier Preparation

Maintenance programs:

• Implement preventive maintenance schedules based on manufacturer recommendations
• Conduct systematic inspections at regular intervals
• Address all DVIR defects before the vehicle returns to service
• Use qualified technicians for repairs
• Maintain comprehensive maintenance records
• Perform annual inspections as required by 49 CFR 396.17

Driver training:

• Provide thorough pre-trip inspection training
• Educate drivers on common violations and OOS criteria
• Train on proper interaction during roadside inspections
• Ensure understanding of hours-of-service rules
• Cover cargo securement requirements

Technology utilization:

• Use ELDs that provide real-time compliance alerts
• Implement telematics to monitor driving behavior
• Deploy mobile DVIR applications for better documentation
• Use fleet management software to track maintenance schedules

Safety culture:

• Establish a non-punitive reporting environment for safety concerns
• Recognize and reward drivers with clean inspection records
• Review inspection reports in safety meetings
• Encourage proactive identification of defects
• Never pressure drivers to operate unsafe equipment

Search Carrier Safety and Inspection Records

Whether you're a broker vetting a carrier before tendering a load, a driver researching a potential employer, or a safety director benchmarking your fleet against competitors, inspection data is one of the most useful tools available to you -- and it's completely free. Every FMCSA inspection result is public record, and it contributes directly to each carrier's safety profile that shippers, insurers, and regulators all rely on.

Trucking Record provides free access to carrier safety data including:

• Inspection history and violation trends
• Out-of-service rates for drivers and vehicles
• CSA BASIC percentiles and safety ratings
• Crash history and safety scores
• Fleet size and operating authority details

Learn how to check trucking company safety records using our comprehensive database.

Search Carrier Safety Records