Navigating U.S. Department of Transportation (DOT) requirements can be confusing, especially for businesses that sell or service medium- and heavy-duty trucks. Knowing when and how these rules apply is critical to staying compliant and avoiding penalties.

This resource outlines the key requirements based on Gross Vehicle Weight Rating (GVWR) and clarifies how they affect your employees, vehicles and operations.

What Is GVWR and Why Does It Matter?

The GVWR is the maximum total weight a vehicle is rated to safely carry, including the vehicle itself, passengers, cargo and fuel. DOT requirements are tied directly to GVWR thresholds.

• Over 10,000 lbs. GVWR: Certain DOT requirements apply when vehicles are operated for commerce.
• Over 26,000 lbs. GVWR: Commercial Driver’s License (CDL) is required.

Who in Your Business Is Affected?

DOT requirements don’t only apply to full-time drivers. At a dealership, service center or repair shop, affected employees often include:

• Service technicians test-driving vehicles after repairs or computer resets.
• Sales staff taking a customer on a test drive.
• Parts runners or other employees operating company-owned vehicles for deliveries.

If the vehicle is used on public roads for business purposes (commerce), DOT rules apply. The only exemption is when the vehicle is operated solely on your facility’s lot (e.g., plowing snow onsite).

Key DOT Requirements for Vehicles Over 10,000 lbs. GVWR

Even if a CDL is not required, the following obligations generally apply:

1. Driver Medical Certification

• Operators must pass a DOT physical every two years.
• If passed, they receive a medical card, which must be carried at all times while driving.

2. Vehicle Requirements

• An annual inspection is required.
• Vehicles must be in proper working order (brakes, lights, etc.).
• If company-owned:
  • Must display company markings.
  • Must carry a secured, accessible fire extinguisher.
  • Maintenance records must be kept.
  • At least $1 million in insurance is required if vehicles are being hauled.
  • If crossing state lines, the vehicle must display the company’s DOT number.

3. Driver Qualification File

Employers must maintain a file for each driver, including:

• Job application.
• Copy of the medical card.
• Other supporting compliance documents.

4. Hours of Service (Logbooks)

• Logbooks are required unless operating within 150 air miles of the business.
• To qualify for this exemption, drivers must:
  • Return to work within 14 consecutive hours.
  • Drive no more than 11 hours in a day.
  • Have at least 10 hours off between shifts.
  • Maintain accurate timecards.

Additional Requirements for Vehicles Over 26,000 lbs. GVWR

For vehicles above this threshold:

• Drivers must hold a Commercial Driver’s License (CDL).
• All requirements for the 10,000+ lb. category still apply.

Practical Example

• A technician test drives a 15,000 lb. service truck = Needs a DOT medical card, annual inspection on the truck and compliance file.
• A sales associate takes a customer out in a 12,000 lb. truck = Same requirements apply, even though a CDL is not needed.
• A plow operator using a 12,000 lb. truck only on the dealership lot = Exempt.
• A driver hauling a 28,000 lb. vehicle across state lines = CDL required, DOT number displayed, logbooks maintained.

Key Takeaways

1. Over 10,000 lbs. GVWR = DOT applies. Employees must meet medical, vehicle, file and logbook requirements if operating on public roads.
2. Over 26,000 lbs. GVWR = CDL required.
3. Commerce is the trigger. If the activity benefits the business financially, DOT rules apply — even if the trip is just a test drive.
4. Lot-only operation is the only exemption.

By understanding and following these guidelines, your dealership or service center can stay compliant and protect both employees and the business from costly DOT penalties.