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In the world of commercial trucking, staying compliant isn’t just about safe driving—it’s about having the correct paperwork at all times. Whether you’re a fleet owner, leased owner-operator, or independent driver, this guide covers the essential commercial trucking documents you must carry to meet legal requirements and avoid penalties.
Failing to maintain proper documentation can result in citations, fines, or even out-of-service orders. This checklist ensures you’re covered across all regulatory areas: IRP, IFTA, FMCSA, DOT, and more.
Why Documentation Matters in Commercial Trucking
Documentation in commercial transportation is proof that your operation is legal, insured, and authorized to haul freight across jurisdictions. State and federal inspectors regularly review documentation at weigh stations and during roadside inspections.
Carriers that operate across multiple states or provinces face added responsibilities under programs like IRP and IFTA. Missing even one form or outdated document can put your business at risk.
Complete Commercial Trucking Document Checklist
Below is a breakdown of the most important documents every trucking carrier must maintain:
1. Cab Card (IRP Registration Proof)
The cab card serves as proof that your vehicle is registered under the International Registration Plan (IRP). It must be carried in the cab of the truck and corresponds to your apportioned license plate.
Learn more: Cab Card Is Registration Card: What It Means in Commercial Trucking
2. IFTA License and Decals
The International Fuel Tax Agreement (IFTA) requires eligible carriers to report fuel use across jurisdictions. You’ll need a current IFTA license, quarterly fuel tax filings, and two decals displayed on your vehicle.
Read: How to Get an IFTA License – Fuel Tax Compliance Guide
3. IRP Registration
IRP registration allows trucks to travel across multiple U.S. states and Canadian provinces with a single plate and cab card. Your IRP account allocates registration fees to each jurisdiction based on actual miles driven.
Details here: What Is IRP?
4. Operating Authority (MC and DOT Numbers)
Issued by the FMCSA, your Motor Carrier (MC) and DOT numbers indicate that you’re authorized to operate commercially. Proof of operating authority must be available at all times.
5. Proof of Insurance
Your vehicle must have current proof of liability insurance meeting FMCSA minimum requirements. This document may be requested during roadside inspections and audits.
6. Driver’s CDL and DOT Medical Card
Every commercial driver must hold a valid Commercial Driver’s License (CDL) and an up-to-date DOT medical certificate verifying physical fitness.
7. ELD Documents and Log Records
Drivers using Electronic Logging Devices (ELDs) must carry user manuals, malfunction guides, and instruction sheets, in addition to maintaining accurate Hours of Service (HOS) records.
8. Vehicle Inspection Reports
Pre-trip, post-trip, and annual inspection documentation must be maintained. Proof of recent vehicle inspections is often reviewed during DOT audits.
9. Lease Agreements (If Applicable)
If your truck is leased, a copy of the lease agreement should be kept in the cab to clarify responsibilities for insurance, maintenance, and operating authority.
10. Tax Receipts and Trip Logs
You’ll need proof of payment for:
- Heavy Vehicle Use Tax (HVUT/2290)
- State permits (oversize/overweight, intrastate authority)
- Unified Carrier Registration (UCR)
- Fuel receipts for IFTA reporting
Explore more: Truck Registration vs IFTA vs IRP – What’s the Difference?
Cab vs Office: Where to Store Trucking Documents
| Document | Cab | Office |
|---|---|---|
| IRP Cab Card | ✅ | ✅ |
| IFTA License & Decals | ✅ | ✅ |
| CDL & DOT Medical Certificate | ✅ | — |
| Proof of Insurance | ✅ | ✅ |
| ELD Instructions & Logs | ✅ | ✅ |
| Lease Agreements (if leased) | ✅ | ✅ |
| IRP & IFTA Tax Filings | — | ✅ |
| 2290 HVUT Receipt | ✅ | ✅ |
| Vehicle Inspection Records | ✅ | ✅ |
Staying Audit-Ready with the Right Paperwork
DOT audits and IFTA/IRP reviews happen regularly. Having all your commercial trucking documents in place ensures you’re always ready for inspections and can prove compliance instantly.
Bonus: Don’t forget your Cab Card and valid IFTA License—they’re among the most frequently inspected documents.
Conclusion: Documentation Is the Foundation of Transportation Compliance
Every carrier operating in the U.S. or Canada must maintain a full set of commercial trucking documents—from IRP and IFTA to DOT numbers and tax filings. These documents support safety, insurance, and operating authority, forming the backbone of legal transportation operations.
If you’re unsure which forms apply to your fleet, our guides on cab cards, IFTA license, and IRP registration break it down step by step. Proper documentation isn’t just a regulatory requirement—it’s a key part of transportation compliance.
FAQs: Commercial Trucking Documents
What paperwork is required in every commercial truck?
At minimum, each truck must carry a cab card (IRP), IFTA license and decals, insurance proof, CDL, DOT medical card, ELD info, and lease (if applicable).
Can documents be stored digitally?
Some documents can be stored electronically, but hard copies are generally recommended (and required) for IRP, IFTA, and FMCSA inspections.
What’s the difference between IRP and IFTA?
IRP covers registration across jurisdictions; IFTA tracks and taxes fuel usage. Learn the difference in our full truck registration vs IFTA vs IRP guide.
