One-Truck Operation DOT Deadline Calendar (Free Template)
A one-truck operation carries almost the same list of compliance deadlines as a hundred-truck fleet — it just has nobody whose job is to watch them. Some dates are fixed (IFTA quarters), some are coded into your USDOT number (MCS-150), and some run from your own history (medical card, annual inspection, annual MVR review). This template lists every recurring deadline, tells you how to work out your own date for each, and gives you a fill-in year planner. Free printable Word version below — just tell us where to send it.
⬇ Download the deadline calendar (Word)
Fixed-date deadlines (same for everyone)
| Deadline | When | Notes |
|---|---|---|
| IFTA Q4 return | January 31 | Covers Oct–Dec; file even with no operations |
| New-year IFTA decals displayed | End of February | Grace period for displaying renewed decals; renew licence before Dec 31 |
| Drug & alcohol MIS report (only if FMCSA requests it) | March 15 | Consortium usually prepares it |
| IFTA Q1 return | April 30 | |
| IFTA Q2 return | July 31 | |
| HVUT Form 2290 | August 31 | For vehicles 55,000 lb+ in use in July; tax period Jul 1–Jun 30; keep stamped Schedule 1 for IRP |
| UCR registration for next year | Opens ~October 1; register before December 31 | Enforcement of the new year typically starts January 1 |
| IFTA Q3 return | October 31 | |
| IFTA licence renewal | December 31 | Base-state application; decal grace to end of February |
Deadlines you compute from your own records
| Deadline | How to set the date | Your date |
|---|---|---|
| MCS-150 biennial update | Last digit of USDOT number = month (1=Jan … 9=Sep, 0=Oct); second-to-last digit odd = odd years, even = even years; due end of that month | |
| IRP renewal | Base-state cycle — the expiry month on the cab card | |
| Annual vehicle inspection (each unit, incl. trailer) | Within 12 months of the last inspection date | |
| Medical Examiner's Certificate | Expiry printed on the card (max 24 months; often shorter); CDL holders also submit to the state | |
| CDL / driver's licence expiry | Printed on the licence | |
| Annual MVR review (49 CFR 391.25) | Every 12 months from the last review | |
| Clearinghouse annual query (each CDL driver) | Every 12 months from the last query | |
| Insurance policy renewal | Policy expiry; confirm the insurer refiles with FMCSA | |
| State weight-distance / highway-use tax returns | Quarterly or per state schedule (e.g. NY, KY, NM, OR programs) — confirm each | |
| ELD provider subscription and data backup | Contract renewal; export 6 months of RODS regularly | |
| Hazmat registration / training refresh (if applicable) | PHMSA registration annually or multi-year; training at least every 3 years |
Rolling obligations with no fixed date (put a monthly reminder on them)
- Random drug and alcohol testing: stay in the consortium pool; respond to selections immediately; keep the selection notices.
- DVIRs: keep three months rolling; certify repairs.
- Hours-of-service records: six months rolling, plus supporting documents.
- Roadside inspection reports: sign and return within 15 days; keep 12 months.
- MCS-150 changes: update promptly on any change of name, address, operation or fleet — do not wait for the biennial.
- Accident register: record any recordable accident and keep three years.
Fill-in year planner
| Month | Fixed deadlines | My computed deadlines | Done / date |
|---|---|---|---|
| January | IFTA Q4 (31st) | ||
| February | Decals displayed by month-end | ||
| March | (MIS report 15th if requested) | ||
| April | IFTA Q1 (30th) | ||
| May | |||
| June | |||
| July | IFTA Q2 (31st) | ||
| August | HVUT 2290 (31st) | ||
| September | |||
| October | IFTA Q3 (31st); UCR opens | ||
| November | |||
| December | UCR (31st); IFTA licence renewal (31st) |
⚠️ Set three reminders per deadline, not one. A 60-day reminder lets you book the medical exam or gather MCS-150 figures; 30 days is when to actually file; 7 days is the last chance before a lapse. Single reminders on the due date are how one-truck operations end up inactive.
Free: Want your real deadlines, not a generic list? Run the free USDOT compliance check — your MCS-150, UCR and IFTA dates straight from the FMCSA registry. Then track them: your first compliance item is free →
Never let a deadline take a truck off the road
Enter your dates once — FleetClear computes every DOT/FMCSA deadline, alerts you at 60/30/7 days, and drafts the renewal notice. Your first compliance item is free.
Start free — no card requiredGeneral guidance for motor carriers, not legal advice. FMCSA rules, fees and state procedures change — verify current requirements with FMCSA (fmcsa.dot.gov) and your state agencies before relying on any item here. FleetClear is not affiliated with the FMCSA or any government agency.