Avoid common mistakes when obtaining operational permits
One of the most overlooked areas in trucking involves obtaining proper trip, fuel, and oversize/overweight (OS/OW) permits. These permits ensure that your vehicles are authorized to operate legally in jurisdictions where you’re not fully registered or when hauling loads that exceed standard limits.
What these permits do
Each of the following permit types serve a specific function, and understanding when and where they’re needed is important to stay compliant and avoid enforcement issues:
- Trip permits allow temporary travel in a state where the carrier isn’t registered under the International Registration Plan (IRP).
- Fuel permits provide temporary authorization to operate without International Fuel Tax Agreement (IFTA) credentials in jurisdictions where you don’t hold a fuel tax license.
- OS/OW permits are required when a load exceeds legal dimensions, axle limits, or total weight.
Why it matters
Obtaining the correct trip, fuel, and OS/OW permits is a critical factor in keeping your operation running legally, safely, and efficiently. When these permits are missing, inaccurate, or misused, the consequences can be significant. At a minimum, a driver may face citations, but more commonly, the vehicle may be placed out of service until proper documentation is obtained. This results in unplanned downtime, delays, and unhappy customers.
Non-compliance can also jeopardize relationships with shippers or brokers. Late or disrupted deliveries due to permit delays or routing problems can lead to lost business opportunities and reputational damage. Even something as simple as failing to carry or present a permit during a roadside inspection can cause an otherwise compliant operation to come to a standstill. In short, overlooking permitting requirements can create a chain reaction of problems that impact your bottom line, safety record, and long-term operational stability.
Common mistakes to avoid
Many carriers, especially those managing permits in-house, fall into the same traps when applying for or managing permits. Watch out for these frequent errors:
- Inaccurate or incomplete vehicle/load information. Wrong axle weights, vehicle specs, or routing details can cause delays or invalid permits.
- Waiting too long to apply. OS/OW permits often require extra processing time for route analysis or engineering reviews.
- Not understanding state-specific requirements. Every state has unique laws, including seasonal weight restrictions, travel curfews, and escort mandates.
- Failing to carry or display the permit as required. Some jurisdictions demand the permit be physically or digitally present and available on request.
- Using expired or misused permits. Permits are often only valid for certain dates, times, and routes. Deviating from that voids the permit.
Trip, fuel, and OS/OW permits are not optional paperwork. They are critical regulatory tools that protect your business, your drivers, and the public.
Key to remember: By understanding permit requirements and avoiding common pitfalls, you can operate more confidently and efficiently across all jurisdictions.