DOT Annual Inspection Sticker Requirements: What Fleets Need to Know

DOT annual inspection stickers aren’t federally required—but proof of a periodic inspection is.

If you’ve ever been told to “get your DOT annual sticker,” here’s the truth: there are no DOT annual inspection requirements or regulations that say you must display a sticker. What the federal regulation (49 CFR §396.17) actually requires is that every commercial motor vehicle (CMV) pass a periodic (annual) inspection at least once every 12 months—and that you keep proof of that inspection for 14 months. A DOT annual inspection sticker is optional. It’s simply one way to show that a valid inspection exists.

What the FMCSA Really Requires

• Every CMV you operate must pass a periodic inspection at least once every 12 months.
• You must be able to show proof that the vehicle met or exceeded the minimum inspection standards at the time of the inspection.
• You must retain the inspection record for 14 months.
• The record must identify the vehicle (VIN or unique unit number), include the inspection date, the name/address of the inspector or facility, and a statement that the vehicle passed the minimum inspection standards. Signatures or digital attestations should clearly identify the qualified inspector.
• There are no DOT annual inspection sticker requirements

Check out this quick 45 second video to learn the basics:

Acceptable DOT Annual Inspection Proof at the Roadside

• Paper copy of your annual/periodic inspection report in the cab.
• A digital copy accessible to the driver (company app, portal, or secure cloud link).
• A fleet decal or sticker that references a valid report on file (the sticker is not the proof—your inspection report is).

Pro tip: Train drivers to locate and present proof in under 60 seconds. “I think it’s in the shop” is not an answer that helps you at a scale house.

Why Many Fleets Still Use an Annual DOT Inspection Sticker

Even though it’s not required by the FMCSA, a high-contrast, weatherproof decal speeds up Level 2 and Level 1 inspections. It gives officers an instant indicator that the unit is on a known maintenance cycle. That said, a sticker without a corresponding, current DOT annual inspection record will not save you from a violation. Think “sticker = shortcut to your documentation,” not “sticker = compliance.”

What a Useful Annual Inspection Sticker Should Show (Best Practice)

• Vehicle identifier: VIN and/or unit number (make it easy to match to the report).
• Inspection date and next-due month/year (large, legible text).
• Inspector or facility name and contact info.
• Clear statement that the vehicle met annual/periodic inspection standards on the inspection date.
• Control number or QR code that instantly pulls up the signed report from your maintenance system.
• Trailer and converter dolly stickers should list their own IDs—the tractor’s sticker doesn’t cover them.

Recommended DOT Annual Inspection Sticker Placement

• Power units: inside the driver-side door jamb or a lower corner of the windshield if allowed and readable. Some fleets place a duplicate in the cab binder.
• Trailers and converter dollies: a visible location near the front left corner or landing gear area so officers don’t have to hunt for it.
• Keep stickers clean and protected from abrasion, solvents, and pressure washers.

State Programs vs. Federal DOT Periodic Inspection Requirements

Several states operate their own inspection programs and issue state decals. But, again, there are no FMCSA or DOT annual inspection sticker requirements. If your unit is inspected under such a state program and that inspection is recognized as meeting or exceeding the federal minimums, you may use the state program record as your annual inspection proof.

If a state decal is required by that program, follow the state’s placement and content rules. The key is equivalency: the inspection performed must meet or exceed the federal minimum standards and you must retain the documentation for 14 months. Check out the below list to see if your State inspections potentially qualify:

STATE PROGRAMS EQUIVALENT TO THE DOT ANNUAL INSPECTION

Recognized U.S. jurisdictions

• Alabama — LPG Board program only
• California
• Connecticut
• District of Columbia
• Hawaii
• Louisiana
• Maine
• Maryland
• Massachusetts
• Michigan — bus inspection program only
• Minnesota
• New Hampshire
• New Jersey
• New York
• Ohio — church bus inspection program only
• Pennsylvania
• Rhode Island
• Texas
• Utah
• Vermont
• Virginia
• West Virginia
• Wisconsin — bus inspection program only

No longer approved

• Arkansas
• Oklahoma

International programs accepted as equivalent

• Canada — All 10 provinces (AB, BC, MB, NB, NL, NS, ON, PE, QC, SK) and Yukon Territory
• Mexico — NOM-068-SCT-2-2014 (NOM-068/NOM-68) periodic inspection program

DOT Annual Inspection vs. CVSA Decal vs. DOT Sticker Requirements

• Annual/periodic inspection: Required every 12 months; your proof is the inspection report (the sticker is optional).
• CVSA decal: Temporary indicator that a vehicle passed a qualifying Level 1 roadside inspection with no critical defects. It’s typically valid for about a quarter and does not replace your annual/periodic inspection record.
• All motor carriers must comply with the DOT sticker requirements. This deals with the marking of commercial motor vehicles and outlines the requirements for displaying your legal name and USDOT number. These DOT stickers are required to be on all CMVs.

Bottom line: a CVSA decal is a nice-to-have. Your annual inspection record and proper CMV markings are a must-have.

Recordkeeping: 14 Months, Paper or Digital

Maintain the inspection report for 14 months from the date of inspection. Paper is fine, digital is better. Many fleets store a PDF in their maintenance system and place a QR code on the sticker and in the cab binder. If you correct defects found during the inspection, keep those repair orders with the inspection record.

Many fleets store a PDF in their maintenance system and place a QR code on the sticker and in the cab binder.

Inspector and Facility Qualifications

Use annual DOT inspectors who are qualified and familiar with the minimum inspection standards. Whether you perform your annual DOT inspections in-house or outsource them, keep evidence of inspector qualifications and the checklist used.

To see who qualifies as an annual DOT inspector, check out 49 CFR §396.19 — Inspector qualifications. For qualified brake inspectors, please read: 49 CFR §396.25 — Qualifications of brake inspectors. If you have to go through a DOT audit, you’ll be glad you did.

How to Build a Simple, Compliant DOT Inspection Process

1. Standardize your inspection checklist to the federal minimum standards (plus any company add-ons).
2. Choose who will inspect each asset (in-house vs. outside vendor) and verify inspector qualifications.
3. Set renewal cadence by asset (tractor, trailer, converter dolly) and back-schedule reminders at 60/30/14 days.
4. Generate the report, sign it, and store it digitally with the unit’s VIN and due date.
5. Print and apply a durable decal that references the report (include next-due month in big, bold text).
6. Update the driver cab binder (paper or tablet) so proof is easy to present.
7. Spot-check a sample of units monthly for sticker legibility and record accuracy.
8. Tie annual inspection due dates to PM intervals so the shop never misses.

Common DOT Annual Inspection Sticker Mistakes to Avoid

• Relying on a CVSA decal as if it were the annual inspection—different programs, different purposes.
• Your DOT annual inspection sticker says one thing, records say another (wrong unit, wrong date, wrong VIN).
• Letting “shop-only” documents exist without ensuring the driver can present proof on the roadside.
• Missing trailer and dolly records—each asset needs its own inspection and documentation.
• Decals that fade or peel, making dates unreadable.
• No evidence of DOT inspector qualifications or checklist used.
• Keeping records exactly 12 months and tossing them too soon—retain for at least 14 months to cover a potential DOT audit and overlap.

DOT Annual Inspection Cost and Scheduling Tips

• Align annual inspections with PM schedules to reduce downtime.
• Bulk-schedule trailers by yard or region to control cost and consistency. Many inspectors will make house calls to your terminal location to do these for you.
• Use durable, UV-resistant decals and print next-due in large type for quick yard checks.
• Assign one “inspection controller” to own the calendar and exceptions list.

FAQ: DOT Annual Inspection Sticker Requirements

Do I need a DOT annual inspection sticker?

No. There is no federal requirement to display a sticker. What you must have is a periodic (annual) inspection completed within the last 12 months and a record you retain for 14 months. A DOT inspection sticker is optional and simply points to that record.

If an annual DOT inspection sticker isn’t mandatory, why do fleets use them?

DOT inspection stickers speed up roadside inspections and yard checks. They make due dates obvious and help officers know a record exists. But the sticker is not the compliance document—the inspection report is.

What must the DOT annual inspection record include?

At minimum: vehicle identity (VIN or unit number), inspection date, inspector or facility name and address, and a statement that the vehicle met the minimum inspection standards on that date. Keep signatures or digital attestations and any related repair orders.

How long do I have to keep the DOT annual inspection record?

Retain annual DOT inspection records for 14 months. This creates overlap that covers you if an inspection is done early and ensures documentation is available during audits.

Do trailers and converter dollies need separate DOT inspections and stickers?

Yes. Each asset must pass its own annual DOT inspection and have its own record. Many fleets also apply separate decals to trailers and dollies to make due dates obvious in the yard.

Where should I place the annual DOT sticker?

For tractors, common locations are the driver-side door jamb or a lower windshield corner if readable and allowed. For trailers and dollies, place it in a visible area near the front left corner or landing gear. Keep it clean and legible.

Is a CVSA decal the same as the DOT annual inspection?

No. A CVSA decal indicates a successful Level 1 roadside inspection with no critical defects and is generally valid for about a quarter. It does not replace your annual/periodic inspection or the 14-month record retention requirement.

Can I keep my DOT annual inspection proof digital only?

Yes, provided drivers can access it at roadside without delay. Many fleets store PDFs in a maintenance portal and link the file to a QR code printed on the decal and in the cab binder.

Who can perform the DOT annual inspection?

Use a qualified inspector who understands the minimum inspection standards and can document the results properly. Keep evidence of the inspector’s qualifications on file.

What’s the easiest way to avoid lapses?

Tie due dates to your vehicle’s PM schedule, set reminders at 60/30/14 days, standardize decals with large next-due dates, and train drivers to present proof quickly. Perform monthly spot checks to catch fading decals or mismatched paperwork.

About My Safety Manager

Staying on top of the DOT annual inspection sticker requirements is just one piece of the massive safety puzzle. At My Safety Manager, we sweat the compliance details so you can focus on what you do best: running your business. Discover how our expert services can protect your fleet and your bottom line.