Below are “general” statements that can be used as a starting point for drafting your custom document request letters.  Please remember:
•	Auditors should customize the letter to the carrier’s specific situation.  
•	While the statements below can serve as a starting point for drafting your letter the auditor should use language/terminology that the carrier will understand.  
•	Use complete sentences, proper grammar and punctuation.
•	The auditor may also indicate specific drivers and/or vehicles for which they want records.
DRIVERS LIST
Provide a legible list of all company and leased drivers used in the past 365 days. Include the name of the driver, hire date, termination date (if applicable), rehire date (if applicable), date of birth, and license number including State of issuance.
VEHICLE LIST
Provide a legible list of all single vehicles or combinations over 10,000 pounds used in interstate commerce in past 365 days. Include the year, make, and VIN number for the vehicles (power units and trailers).
PROOF OF INSURANCE
Provide a legible copy of the MCS-90 form (if applicable) or a copy of certificate of insurance showing the minimum level of financial responsibility in effect for your company’s operations. See Part 387 of the Federal Motor Carrier Safety Regulations to determine the amount of coverage needed for your operation.
DRIVERS LICENSE
Provide legible copy of a driver license for one of your current drivers.
DRUG AND ALCOHOL PROGRAM (if applicable)
Provide a legible copy of the signed and dated Consortium Enrollment letter provided by the third party administrator showing Consortium name and date of enrollment, and include Consortium list of driver names enrolled in the random program. Also include a copy of one pre-employment test result and chain of custody form for a driver that has been tested. This test must have been conducted within 365 days from the date of hire. 
VEHICLE INSPECTION
Provide a legible copy of a current periodic (annual) inspection report for one power unit showing that an inspection has been completed.

DRIVERS RECORD OF DUTY STATUS (RODS) AND SUPPORTING DOCUMENTS
Provide 30 consecutive days of legible driver logs as required by section 395.8 for 1 driver along with supporting documents of your choice to verify compliance with hours-of-service regulations. If all drivers qualify as 150 air mile radius drivers, time cards or other forms used to determine daily hours of service should be sent in place of logs.
ACCIDENT REGISTER
Provide a legible copy of an Accident Register for all DOT recordable accidents occurring in the past three years as required by section 390.15(b)(1). If no DOT recordable accidents have occurred in this time frame, please provide a signed statement to that extent.
DRIVERS MOTOR VEHICLE REPORT
Provide a legible copy of one driver motor vehicle report, which verifies the driver’s license status, from the State that issued the license as required by section 391.25.
MEDICAL CERTIFICATE
Provide a legible copy of one driver’s current Medical Certificate and/or Medical Long Form, as required by section 391.43, to verify that drivers are physically qualified to operate commercial motor vehicles in interstate transportation.
HAZARDOUS MATERIALS (HM) DOCUMENTS (If Applicable)
Provide one copy of a bill of lading or manifest for each category of hazardous material your company ships or carries. Also include whether the shipment is hauled bulk or non-bulk. Provide a copy of your current registration with the Pipeline Hazardous Materials Safety Administration (PHMSA) and a copy of the Hazardous Materials Safety Permit (if applicable). Include a copy of hazardous materials training information for one of your drivers showing compliance with Subpart H section 172.704(d).