Important: This is general industry guidance, not legal or DOT compliance advice. Always confirm specifics with the FMCSA, your state's DOT, or your insurance provider.
The essentials
1. MC Authority (Motor Carrier number)
Issued by the FMCSA. Required if you're hauling regulated freight across state lines for hire.
2. DOT Number
Almost every commercial carrier needs one. Required for safety registration.
3. UCR (Unified Carrier Registration)
Annual federal/state registration. Renew every year.
4. Insurance
Minimum required varies by freight type, but you'll typically need:
Auto liability: $750,000–$1,000,000 (most brokers require $1M)
Cargo insurance: $100,000 minimum; $250,000+ is common for cargo van expedited
General liability: $1,000,000 (many brokers require this)
Workers' comp: required in most states if you have employees
5. IFTA (International Fuel Tax Agreement)
If your box truck has a GVWR over 26,000 lbs OR more than 3 axles, you'll likely need IFTA. Cargo vans and small box trucks usually don't.
6. Heavy Vehicle Use Tax (HVUT / Form 2290)
Required if your truck has a taxable gross weight of 55,000 lbs or more — typically not applicable to cargo vans or most box trucks.
7. ELD (Electronic Logging Device)
Required for any CMV driver subject to Hours of Service (HOS) rules. Many small box trucks and cargo vans are exempt — but check your specific configuration.
Per-load paperwork
For every load, you'll need:
Signed Rate Confirmation (from broker)
Bill of Lading (BOL) (from shipper at pickup, signed by consignee at delivery)
Certificate of Insurance (COI) sent to the broker before loading
W-9 (one-time per broker, usually)
Carrier packet / broker-carrier agreement (one-time per broker)
Pro tips
Keep a PDF folder on your phone with your COI, W-9, MC authority letter, and a blank invoice template. You'll save hours every week.
Set calendar reminders for: insurance renewal, UCR renewal, IFTA filing, BOC-3 renewal.
Take photos of every BOL — both at pickup (to document any pre-existing damage) and at delivery (with the consignee's signature).
Save every rate con and POD for at least 3 years (longer if you can — DOT audits can reach back).
Common compliance mistakes
❌ Letting insurance lapse — even one day. Brokers won't load you, and you may lose your authority.
❌ Not updating your COI when your insurance renews — brokers need the current one on file.
❌ Forgetting UCR. It's cheap, but FMCSA fines aren't.
❌ Running a load before the broker has your COI. If anything happens, you're naked.
Where to get help
FMCSA — fmcsa.dot.gov for authority, safety, and bond questions.
Your insurance agent — for coverage questions.
A trucking-specific CPA — for taxes and IFTA.
The Load Work Academy — built by a community of carriers who've been through it.