New Trucking Company Checklist: Complete Startup Guide for 2026

Starting a trucking company involves navigating federal regulations, obtaining proper operating authority, and establishing compliance systems from day one. Missing a single requirement can delay your launch by weeks, result in costly fines, or even prevent you from legally operating.

The trucking industry generated over $940 billion in revenue in 2024, and demand for freight transportation continues to grow. Whether you're an experienced driver ready to become an owner-operator or an entrepreneur entering the logistics industry, this comprehensive guide walks you through every step of launching a compliant, successful trucking company in 2026.

Before You Start: Business Foundation

Before diving into FMCSA registrations, establish your business foundation. These steps create the legal structure you'll need for all subsequent registrations.

Form Your Business Entity

Most trucking companies operate as either an LLC (Limited Liability Company) or Corporation. An LLC provides liability protection while offering tax flexibility and simpler administration. Consult with a business attorney or accountant to determine the best structure for your situation.

To form your LLC:

• Choose a business name and verify availability in your state
• File Articles of Organization with your state's Secretary of State
• Create an Operating Agreement (even for single-member LLCs)
• Obtain any required state business licenses

Get Your EIN (Employer Identification Number)

Your EIN is your business's tax identification number, required for opening business bank accounts, filing taxes, and completing FMCSA registration. Apply for free at IRS.gov. Online applications receive an EIN immediately.

Open a Business Bank Account

Separate your business and personal finances from day one. You'll need your EIN and business formation documents to open a commercial bank account. This separation is essential for tax purposes, liability protection, and professional credibility with brokers and shippers.

Step 1: Get Your USDOT Number

Every commercial motor vehicle (CMV) operating in interstate commerce must have a USDOT number. This unique identifier tracks your company's safety information, including inspections, compliance reviews, crash investigations, and audits.

Who Needs a USDOT Number?

You need a USDOT number if your vehicles:

• Transport passengers or property in interstate commerce
• Transport hazardous materials requiring a safety permit
• Have a gross vehicle weight rating (GVWR) or gross combination weight rating (GCWR) of 10,001 pounds or more
• Are designed to transport 9 or more passengers (including the driver) for compensation
• Are designed to transport 16 or more passengers (including the driver) not for compensation

How to Apply for a USDOT Number

Online Application (Recommended):

1. Visit the FMCSA Registration Portal
2. Create an account or log in
3. Select "Apply for USDOT Number"
4. Complete the MCS-150 form with your company information
5. Submit the application

Cost: Free

Processing Time: Instant to 24 hours for online applications

Step 2: Obtain Operating Authority (MC Number)

While a USDOT number identifies your company, operating authority (MC number) grants you permission to transport cargo or passengers for compensation. The type of authority you need depends on your operations.

Types of Operating Authority

How to Apply for MC Authority

1. Log into the FMCSA Registration Portal
2. Select "Apply for Authority"
3. Complete Form OP-1 (for motor carriers) or OP-1(FF) for freight forwarders
4. Pay the $300 filing fee
5. File your BOC-3 (Designation of Process Agents) through an authorized service
6. Obtain and file proof of insurance (Form BMC-91 or BMC-91X)

Cost: $300 per authority type

Processing Time: 4-6 weeks after all requirements are met

BOC-3 Filing

The BOC-3 form designates process agents in each state where you operate. These agents can accept legal documents on your behalf. You must file a BOC-3 before your operating authority can become active.

Several companies offer nationwide BOC-3 filing services for $30-50 annually. Your insurance agent may also offer this service.

Step 3: Meet Insurance Requirements

FMCSA requires motor carriers to maintain specific minimum insurance coverage levels. Your insurance company must file proof of coverage directly with FMCSA before your authority can become active.

Minimum Insurance Requirements

Types of Coverage You'll Need

Primary Liability Insurance: Required by FMCSA. Covers bodily injury and property damage to others.

Cargo Insurance: While not federally mandated for most carriers, most brokers and shippers require $100,000 minimum cargo coverage. Many require $250,000 or more.

Physical Damage: Covers damage to your own vehicles. Required if you have a loan or lease on your equipment.

Non-Trucking Liability (Bobtail): Covers you when operating without a trailer or not under dispatch.

How to Get Trucking Insurance

1. Contact multiple trucking insurance specialists (not general insurance agents)
2. Provide your USDOT number, equipment details, and operating information
3. Request quotes for required coverage levels
4. Ensure the insurer can file Form BMC-91 or BMC-91X with FMCSA

Expected Costs: $8,000-$15,000 annually for a single truck, depending on your experience, equipment age, and operating radius.

Step 4: UCR Registration

The Unified Carrier Registration (UCR) program requires motor carriers, freight forwarders, and brokers operating in interstate commerce to register annually and pay fees based on fleet size.

2026 UCR Fees by Fleet Size

Register at UCR.gov. Registration typically opens October 1 for the following year.

Step 5: IFTA Registration (Interstate Carriers)

The International Fuel Tax Agreement (IFTA) simplifies fuel tax reporting for carriers operating in multiple states or Canadian provinces. Instead of filing separate fuel tax reports with each jurisdiction, you file one quarterly report with your base jurisdiction.

Who Needs IFTA?

You need IFTA registration if you operate:

• Qualified motor vehicles (over 26,000 lbs GVWR, or 3+ axles regardless of weight, or combination vehicles over 26,000 lbs)
• In two or more IFTA member jurisdictions (48 US states + 10 Canadian provinces)

How to Register for IFTA

1. Apply through your base jurisdiction (the state where your vehicles are based)
2. Receive your IFTA license and decals
3. Display decals on qualifying vehicles
4. Track all fuel purchases and miles traveled by jurisdiction
5. File quarterly IFTA returns

Cost: Varies by state, typically $5-25 per set of decals

Deadlines: Quarterly returns due April 30, July 31, October 31, and January 31

For detailed IFTA filing instructions, see our complete IFTA filing guide.

Step 6: Set Up Driver Qualification Files

Every motor carrier must maintain a complete driver qualification file (DQF) for each driver, including yourself if you're an owner-operator. These files prove that drivers meet FMCSA qualifications and must be available for DOT inspections and audits.

Required DQF Documents (§391.51)

Missing or incomplete driver files can result in $1,000+ fines per violation during DOT audits. For the complete list of required documents with retention periods, see our driver qualification file checklist.

Step 7: Establish a Drug & Alcohol Testing Program

FMCSA requires all CDL drivers to participate in a DOT drug and alcohol testing program. As a new carrier, you must establish a compliant program before any driver operates a CMV.

Testing Requirements

Pre-Employment Testing: Required before a driver operates a CMV. Results must be received before the driver begins work.

Random Testing: Minimum 50% of drivers tested annually for drugs, 10% for alcohol. Most carriers join a consortium that manages random selection and testing.

Post-Accident Testing: Required after certain accidents meeting FMCSA criteria.

Reasonable Suspicion Testing: When a trained supervisor observes signs of drug or alcohol use.

Return-to-Duty and Follow-Up Testing: Required after a violation before returning to safety-sensitive duties.

FMCSA Clearinghouse

The FMCSA Drug & Alcohol Clearinghouse is a database of drug and alcohol program violations. You must:

• Register as an employer in the Clearinghouse
• Query all drivers before hiring (pre-employment query)
• Conduct annual queries on all current drivers
• Report any violations to the Clearinghouse

For complete drug testing requirements, see our FMCSA drug and alcohol testing guide.

Step 8: Vehicle Requirements

Your commercial motor vehicles must meet specific requirements before operating under your authority.

Vehicle Registration

Register your vehicles with your state's DMV. You'll need:

• Title or manufacturer's certificate of origin
• Proof of insurance
• Weight certificate (if required by state)
• IRP (International Registration Plan) registration for interstate travel

USDOT Number Display

Your USDOT number must be displayed on both sides of each power unit (§390.21). Requirements include:

• Legal name or single trade name
• USDOT number preceded by "USDOT"
• Letters/numbers at least 2 inches high
• Contrasting color with background
• Easily readable during daylight from 50 feet

Annual Vehicle Inspections

All CMVs must pass an annual inspection by a qualified inspector (§396.17). Keep the inspection report and display the inspection decal on the vehicle.

Step 9: ELD Compliance

The ELD (Electronic Logging Device) mandate requires most CMV drivers to use certified devices to record hours of service (HOS). ELDs replaced paper logbooks for most carriers in 2019.

Who Needs an ELD?

You must use an ELD if you're required to keep records of duty status (RODS). Exceptions include:

• Drivers operating under the short-haul exemption (150/100 air-mile radius)
• Drivers using paper logs for 8 or fewer days in a 30-day period
• Vehicles manufactured before model year 2000

Choosing an ELD Provider

Select an ELD from the FMCSA's registered ELD list. Consider:

• Monthly subscription costs ($15-40/month typical)
• Hardware costs and installation requirements
• Customer support availability
• Fleet management features
• Mobile app quality

For HOS rules and compliance tips, see our complete hours of service guide.

New Entrant Safety Audit

All new motor carriers enter an 18-month "new entrant" period during which FMCSA monitors your safety performance and conducts a safety audit.

What Auditors Review

During the new entrant safety audit, FMCSA examines:

• Driver qualification files for all drivers
• Drug and alcohol testing program compliance
• Hours of service records
• Vehicle maintenance and inspection records
• Accident register
• Insurance documentation

Audit Outcomes

Satisfactory: You pass and continue operating normally

Conditional: You have deficiencies that must be corrected within 60 days

Unsatisfactory: Serious violations that could result in authority revocation

Prepare for your audit with our DOT audit checklist.

Complete New Trucking Company Checklist

Use this master checklist to track your progress:

Estimated Startup Costs for 2026

Here's a realistic breakdown of costs to launch a single-truck operation:

Equipment Costs: A used semi-truck ranges from $30,000-80,000. A new truck costs $150,000-200,000+. Trailers range from $15,000 (used dry van) to $50,000+ (new reefer).

Common Mistakes New Carriers Make

1. Operating Before Authority is Active

Your MC authority isn't active until 21 days after insurance is filed with FMCSA. Operating before this date—even with insurance in hand—violates federal law. Fines can reach $16,000 per violation, and your authority application can be denied.

2. Inadequate Insurance Coverage

Meeting FMCSA minimums isn't enough for most brokers and shippers. Many require $1 million liability and $100,000+ cargo coverage. Get adequate coverage from day one to access more loads.

3. Missing or Incomplete Driver Files

Driver qualification files must be complete before a driver operates. Missing documents result in $1,000+ fines per violation during audits. Set up a proper file management system from the start.

4. No Drug Testing Program

Every driver, including owner-operators driving their own truck, must be enrolled in a DOT drug and alcohol testing program. Join a consortium before making your first trip.

5. Ignoring New Entrant Audit Preparation

FMCSA will audit you within 18 months. Carriers who wait until the audit notice arrives to organize their compliance often fail. Build compliant systems from day one.

Frequently Asked Questions

How long does it take to start a trucking company?

From business formation to active operating authority typically takes 4-8 weeks. The USDOT number is instant, but MC authority requires a mandatory 21-day waiting period after insurance is filed. Factor in time for insurance quotes, BOC-3 filing, and equipment preparation.

How much does it cost to start a trucking company?

Minimum startup costs (excluding equipment) range from $9,000-17,000 for the first year. This includes insurance, registrations, compliance systems, and basic fees. A complete operation with equipment requires $50,000-250,000+ depending on whether you buy new or used.

Do I need an MC number if I stay in one state?

For purely intrastate operations (within one state), you may not need MC authority from FMCSA. However, most states require state-level operating authority. Check with your state's transportation agency. Note that if you ever cross state lines with cargo, you'll need federal MC authority.

Can I drive my own truck as an owner-operator?

Yes, but you must still meet all driver qualification requirements—including maintaining a DQF on yourself, participating in a drug testing program, and holding a valid CDL with appropriate endorsements. The requirements are the same whether you employ drivers or drive yourself.

What is the New Entrant Safety Audit?

FMCSA conducts a safety audit on all new motor carriers within 18 months of receiving operating authority. The audit examines your compliance with safety regulations including driver qualifications, drug testing, hours of service, and vehicle maintenance. Passing is required to maintain your authority.

How do I find loads as a new carrier?

New carriers typically start with load boards (DAT, Truckstop.com) while building direct shipper relationships. Having proper insurance levels, good communication, and reliability helps you establish a reputation. Consider working with freight brokers who specialize in new carriers.

Do I need a CDL to start a trucking company?

You don't need a CDL to own a trucking company—you need it to drive commercially. If you plan to drive, you need a valid CDL with appropriate endorsements for your cargo type. If you only manage operations, you don't personally need a CDL, but your drivers do.

What's the difference between DOT number and MC number?

A USDOT number identifies your company for safety monitoring and is required for all interstate CMV operations. An MC number (motor carrier authority) grants permission to transport cargo or passengers for compensation. You need both to operate as a for-hire carrier in interstate commerce.

Simplify Compliance from Day One with FleetCollect

Starting a trucking company means juggling registrations, insurance, and compliance requirements while trying to get your operation running. Manual tracking through spreadsheets and paper files works—but it's time-consuming and error-prone, especially as you prepare for your new entrant audit.

FleetCollect helps new carriers build compliant operations from day one:

Complete Driver Qualification Files:

• Pre-built DQF checklist ensures every required document is collected
• Secure cloud storage keeps files accessible for audits
• Track all 16 required documents per driver

Automated Expiration Tracking:

• Never miss a medical certificate, CDL, or MVR renewal
• Receive alerts 90, 60, and 30 days before expirations
• Keep drivers compliant and on the road

Audit-Ready Organization:

• Generate compliance reports instantly
• Know your audit readiness at a glance
• Pass your new entrant safety audit with confidence

IFTA Mileage Tracking:

• Automatic state-by-state mileage calculation
• GPS-based trip tracking via mobile app
• Simplify quarterly IFTA filing

Launch Your Trucking Company with Confidence

Starting a trucking company requires attention to detail across dozens of regulatory requirements. Miss one step, and you could face delays, fines, or authority revocation. Follow this checklist methodically, and you'll build a foundation for a compliant, successful operation.

The key is starting with proper systems in place. Your new entrant audit will come within 18 months—carriers who build compliant processes from day one pass easily. Those who plan to "figure it out later" often face conditional or unsatisfactory ratings.

Whether you manage compliance manually or use fleet management software like FleetCollect, the requirements are the same: complete driver files, proper registrations, and documented compliance. Start right, stay compliant, and focus on building your business.