Truck drivers are required to carry several important documents and items in the truck cab to remain compliant with federal and state regulations. While the specific documents may vary slightly depending on the jurisdiction and company policies, here’s a general list of what should be included in a driver folder in the truck cab. This list is not exhaustive but covers the essential items that most drivers need to have:
1. Driver’s License (CDL)
- A valid Commercial Driver’s License (CDL) that meets the requirements for the type of vehicle being operated.
2. Medical Certificate (DOT Medical Card)
- A current medical certificate that proves the driver is physically qualified to operate a commercial motor vehicle.
3. IFTA License
- A copy of the International Fuel Tax Agreement (IFTA) license, proving compliance with fuel tax reporting requirements.
4. IRP Registration (Cab Card)
- The International Registration Plan (IRP) cab card, which provides proof that the truck is properly registered to operate across multiple states or provinces.
5. Proof of Insurance
- Proof of liability insurance and any other required coverage for the vehicle, including a certificate of insurance.
6. Vehicle Registration
- The truck’s registration card or proof of apportioned registration, showing the vehicle is properly registered in its home state or province.
7. ELD Instructions and Data Transfer Info
- Instructions for operating the Electronic Logging Device (ELD) and guidance on how to transfer ELD data in case of a roadside inspection.
8. Annual Vehicle Inspection Report
- The most recent annual inspection report of the truck, showing that it has passed all required safety inspections.
9. Bill of Lading (BOL)
- For each load being transported, a bill of lading that includes details about the cargo, shipper, and receiver.
10. Permits and Endorsements
- Any required special permits, such as:
- Oversize/overweight permits
- Hazardous materials (HAZMAT) endorsement
- State-specific permits (e.g., New York HUT, Oregon Weight-Mile Tax)
11. Accident Reporting Kit
- A kit for documenting accidents, including forms for recording details and taking photographs, as well as contact information for insurance and emergency services.
12. Emergency Contact Information
- Contact details for dispatch, insurance, and emergency services in case of a breakdown or accident.
13. Pre-Trip/Post-Trip Inspection Forms
- Pre-trip and post-trip vehicle inspection reports (DVIR), ensuring the vehicle is safe to operate.
14. Hazardous Materials Documents (if applicable)
- Material Safety Data Sheets (MSDS) and required placarding for hazardous cargo, along with proper documentation for transporting dangerous goods.
15. Driver’s Daily Log (if applicable)
- If the driver is using paper logs instead of an ELD, a daily logbook showing hours of service (HOS) must be maintained and available for inspection.
16. Vehicle Lease Agreement (if applicable)
- If the driver operates a leased truck, a copy of the lease agreement should be on hand to prove authority to operate the vehicle.
17. Trip Permits (if applicable)
- Any temporary trip or fuel permits for jurisdictions where the truck is not registered or for special circumstances.
18. Fuel Receipts and Expense Documentation
- Fuel receipts, toll receipts, and other expense documentation required for tax filings (IFTA) and reimbursement.
Summary of Common Driver Folder Contents:
- CDL and Medical Card
- IFTA License and IRP Cab Card
- Proof of Insurance and Vehicle Registration
- Bill of Lading and Permits
- ELD Instructions, Inspection Reports, and Daily Logs
- Accident Reporting Kit and Emergency Contact Info
Having these documents organized in a driver folder helps the driver remain compliant with regulations and be prepared for inspections, audits, or emergencies.