Sidestepping inspection pitfalls: how to keep trucks rolling

April 2, 2025

If there's one thing fleet safety professionals don't need, it's another surprise at the weigh station. What seems like a straightforward pit-stop can quickly spiral into a costly delay—with inspectors scrutinizing paperwork, closely checking equipment, and throwing schedules off track. So, what's prompting the extra scrutiny? To help you prepare your fleets for this year’s Roadcheck in May, CarriersEdge sat down with industry experts Bud Kneller and Alf Brown of Frontline Commercial Vehicle Solutions to break down how to keep your fleet rolling smoothly past inspections.

Understanding inspection triggers

Kneller and Brown know commercial vehicle enforcement inside and out. With decades of experience as enforcement officers, trainers, and regulatory experts, they’ve seen exactly why some trucks get flagged while others roll through. Now, as independent compliance consultants, they help fleets navigate inspections and stay on the right side of the law.

It’s about safety, not just tickets

A common misconception is that inspectors are just out to write tickets. But as Brown emphasizes, their priority is road safety. “Officers won’t spend an hour inspecting a truck that’s in perfect shape while ten bad ones go by,” he explains.

Kneller agrees that enforcement is about supporting fleets that invest in safety. “We want to reward the companies who do good maintenance, train their drivers, and plan their trips so they’re not running over hours.”

Red flags that trigger inspection

Inspectors don’t check every truck that rolls in. They scan for red flags first:

• Speeding into the scale – Trucks flying in over the limit stand out.
• Messy paperwork – Cluttered or incomplete records raise suspicion.
• Obvious mechanical problems – Faulty lights, worn tires, or leaking air lines are easy to spot.
• Poor safety rating – If a fleet’s violation rate is bad, expect extra attention.

Set your team up for success by promoting cleanliness and compliance.

Keeping your fleet running smoothly

As a fleet safety professional or owner-operator, you’ve got plenty of tools in your toolkit to keep your trucks from getting flagged. Knowing the ins and outs of the inspection process—and proactively managing your fleet—helps your trucks breeze through weigh stations without the headaches of costly delays.

Slowing down matters at the scale

When it comes to weigh stations, it's all about taking it slow and steady. Remind your drivers: inspectors notice trucks that stand out—especially those rushing into scales. Speeding trucks don't just catch attention; they disrupt weigh-in-motion scales, prompting inspectors to pull your drivers aside for closer scrutiny.

Kneller explains that weigh-in-motion scales are sensitive, and speeding trucks throw off their readings: “You're gonna make our screen a blur, which means I definitely have to stop you, talk to you, and maybe take you over to the other scale where I weigh you per plate as opposed to using the weigh-in-motion scale.”

Teaching your drivers to ease into weigh stations at the posted speed helps your fleet glide through quickly.

Your trucks do the talking

First impressions matter at weigh stations—and your trucks will speak louder than your drivers ever can. Inspectors typically give presentable vehicles a quick glance, letting them pass smoothly, while those showing signs of neglect draw immediate scrutiny.

It's up to you to ensure your vehicles consistently make a positive impression. Motivate drivers to maintain clean cabs, tidy up paperwork, and present themselves professionally.

As Brown explains, “If the truck looked well-maintained, if the driver looked like he was alert, paying attention, in all likelihood, we may just give him the green light, have him leave the scale.”

On the other hand, sending drivers out in trucks with cluttered cabs or chaotic documents invites unnecessary inspection delays. Prioritize regular checks and establish clear standards for vehicle cleanliness and documentation.

Neat paperwork keeps trucks moving

One of the quickest ways drivers trigger a longer inspection is by fumbling through messy paperwork or not knowing which documents they need.

Enforcement officers expect drivers to provide records quickly and accurately. If a driver hesitates or seems unsure, it can signal a lack of proper training or attention to compliance—often leading to a more thorough inspection.

Your job as a manager is to make sure drivers know exactly which documents they need and keep them neatly organized.

The 60-second inspection: Preparing your fleet

Inspectors usually start with a quick, 60-second walk-around, looking for obvious issues. Consistently stress these crucial checkpoints:

• Lights, wheels, rims, and tires – Regularly confirm these are in good condition.
• Annual inspection stickers – Ensure they’re current, clearly visible and properly placed.
• Air leaks – Train drivers to listen for audible hissing during their pre-trips.

Catching issues like broken lights, worn tires, or leaking air lines before your trucks leave the yard helps keep inspections brief, vehicles moving, and operations on track.

Your fleet’s safety record makes a difference

Your company’s safety rating plays a big role in how long your inspection takes.

Kneller puts it plainly, "If your safety rating is bad, your plate will light up red on our system, and there’s a much higher chance we’ll pull you in—even if your truck looks okay."

Drivers can do everything right, but if the fleet isn’t prioritizing maintenance and compliance, it won’t matter. A bad score means more inspections.

During and after the inspection

Professionalism matters—train for it

Your drivers' attitudes during inspections can make all the difference. Training your drivers to stay calm, cooperate fully, and promptly provide whatever inspectors request helps move things along and avoids adding tension to the process.

Brown acknowledges that enforcement understands a driver’s frustration, but it’s a two-way street: “In a lot of cases, they come out of the truck hot. They're mad. They want to just keep rolling. And we want them to understand that officers have a job to do just like they have a job to do. And, like I said, first impressions go a long way.”

Bottom line for managers: A steady, cooperative approach helps keep the inspection efficient—whereas impatience only drags it out.

Skipped pre-trip inspections are costly

Every safety professional knows the stories— avoidable fines due to small oversight, like a missing container of coolant tucked away in the truck’s toolbox or registration cards left behind in the boss’s truck 10 feet away.

Make thorough pre-trip inspections a non-negotiable part of your drivers' routines. Spending 30-45 minutes carefully checking vehicles before departure is your fleet's best protection against unnecessary fines and frustrating delays.

When inspections go wrong

Even when your fleet does everything right, mistakes can still happen. If a driver receives what seems like an unfair fine or inaccurate violation, don’t let it slide—escalate it to the enforcement agency right away.

As Kneller points out: “Enforcement agencies can't fix what they don't know is happening.” Some officers may not be fully up to speed on commercial vehicle regulations, and calling attention to errors not only corrects the record—it can also drive broader change. Serious issues may even lead to an All-Chiefs Bulletin, prompting province- or state-wide clarification for enforcement officers.

Encourage your drivers to speak up if something seems incorrect—addressing errors can lead to positive outcomes, benefiting your entire fleet and the industry.

Pro tips for fleet managers to ensure smoother inspections

• Prepare your drivers: Train your drivers to expect inspections every trip. Keeping them prepared cuts down on stress and saves everyone valuable time.
• Prioritize maintenance: Remind your drivers and maintenance team to tackle issues early—don't settle for "good enough." Small problems quickly become big headaches at weigh stations.
• Avoid shortcuts: Insist on thorough pre-trips and discourage hiding defects. Inspectors can easily spot shortcuts, especially obvious issues like tire failures right after leaving the yard.
• Promote professionalism: Instill in your drivers the importance of staying calm and cooperative. A professional approach can make inspections go shorter and faster.
• Keep documentation tidy: Encourage your fleet to keep paperwork neat, updated, and easily accessible. Organized paperwork makes inspections quicker and avoids unnecessary hassles.
• Educate on rights: Make sure your drivers know how to respectfully challenge anything unfair or incorrect. Raising these issues not only helps your fleet but also improves standards across the industry.

Stay ready—with or without a blitz

The annual Roadcheck blitzes keep fleets and drivers on high alert. These announced inspections have a positive effect—encouraging drivers to stick to their hours of service and stay on top of pre-trips. But as a fleet manager, you know compliance isn't just for blitz weeks. Keep safety and organization front and center year-round, and inspections will become routine rather than stressful events.