1. Hours of Service (HOS) Violations

The Issue: Incomplete, inaccurate, or missing records of duty status remain one of the most common audit findings. Transition challenges with Electronic Logging Devices (ELDs) have also increased errors. 

How to Avoid It: 

• Train drivers thoroughly on HOS requirements, including personal conveyance and yard moves. 

• Ensure ELDs are properly installed, updated, and used consistently. 

• Conduct regular internal logbook/ELD audits to catch problems early. 

2. Vehicle Maintenance Records

The Issue: Carriers often fail to keep up-to-date maintenance files or miss required inspections. Missing records, expired inspection certificates, or gaps in preventive maintenance schedules are red flags during an audit. 

How to Avoid It: 

• Maintain a documented preventative maintenance program. 

• Keep inspection reports, repair invoices, and schedules organized and easily accessible. 

• Use fleet management software or simple checklists to ensure nothing slips through the cracks. 

3. Driver Qualification Files

The Issue: Auditors frequently find incomplete or outdated driver files. Missing abstracts, expired medicals, or absent proof of training can all result in non-compliance. 

How to Avoid It: 

• Develop a checklist for each driver file that includes abstracts, medicals, licensing, training records, and disciplinary documentation. 

• Review files annually and set reminders for renewals (medical exams, license updates). 

• Document all training—including orientation, safety, and refresher courses

4. Safety Program Implementation

The Issue: Many carriers have written safety programs, but fail to show evidence of implementation. Without proof that policies are communicated and followed, auditors view safety programs as ineffective. 

How to Avoid It: 

• Provide regular training sessions and document attendance. 

• Keep signed policy acknowledgments in driver files. 

• Perform and record safety meetings, toolbox talks, and incident investigations. 

5. Trip Inspections

The Issue: Incomplete or missing daily trip inspection reports remain a major compliance concern. Auditors also look for evidence that defects found during inspections were repaired before vehicles returned to service. 

How to Avoid It: 

Train drivers on proper inspection procedures and reporting. 

Review submitted reports to ensure accuracy and completeness. 

Document corrective actions and link them to specific inspection reports. 

Final Word: Proactive Compliance Pays Off 

Carrier Safety Audits don’t have to be stressful. By addressing these five areas—HOS, maintenance, driver files, safety programs, and trip inspections—carriers can move from a reactive approach to a proactive culture of compliance and safety. 

The Saskatchewan Trucking Association encourages all members to perform internal audits regularly, provide ongoing training, and treat compliance as part of everyday operations. Strong safety practices not only help during audits but also keep your drivers and the public safe on our roads. 

Carrier Safety Audit Prep Checklist 

Keep this checklist handy to make sure your fleet is always audit-ready. 

1. Hours of Service (HOS) 

• All drivers trained on HOS rules 

• ELDs installed, updated, and in use 

• Logs/ELDs reviewed regularly for errors 

• Records available for last 6 months 

2. Vehicle Maintenance 

• Preventive maintenance schedule documented and followed 

• Daily trip inspections completed and filed 

• Repair invoices and inspection certificates on record 

• Files organized by unit (binder or digital) 

3. Driver Qualification Files 

• Current driver abstracts on file 

• Valid medical certificates (no expiries) 

• Copy of valid driver’s licence 

• Training records (orientation, safety, refreshers) 

• Signed policy acknowledgments 

4. Safety Program Implementation 

• Safety policies communicated and signed by staff 

• Toolbox talks/safety meetings documented 

• Incident investigations completed and filed 

• Corrective actions tracked and resolved 

5. Trip Inspections 

•Daily pre- and post-trip inspections complete and accurate 

• Reports reviewed regularly by supervisors 

• Repairs documented and linked to inspection reports 

• Random spot-checks conducted for compliance 

Pro Tip: 

Do an internal audit every 6 months to stay on top of compliance and avoid surprises.