The Gap Most Fleets Fall Into
At 10 trucks, you're past the point where compliance runs itself. You have enough drivers that licenses expire without you noticing. You have enough equipment that annual inspections slip. Your CVOR is accumulating events that you haven't tracked — and your violation rate may be climbing toward thresholds that invite MTO attention.
But you're not large enough to justify a $90,000-a-year safety manager. So you do what most fleets in your position do: you handle it yourself, with help from your dispatcher, and hope nothing goes wrong before your next insurance renewal.
That strategy holds until the MTO sends a letter. By then, the 24-month window they're scoring already contains everything you didn't manage.
We built this tier specifically for operators in that gap. We function as your safety department — reviewing your CVOR, managing your driver files, tracking your maintenance records, and delivering a monthly report that tells you exactly where you stand.
We work like your in-house safety department — but you remain the CVOR operator of record and the responsible party for compliance.
This tier is designed for fleets that:
- Operate 10–50 trucks under their own CVOR certificate
- Don't have a dedicated safety manager on staff
- Have experienced at least one compliance gap in the last 12 months
- Are approaching an insurance renewal or have had a rate conversation
- Want a documented compliance program — not just a file cabinet
What We Manage Every Month
- Driver Qualification FilesWe track every expiry date across your entire driver roster — licenses, medicals, abstracts, annual reviews. We chase missing documents. You receive a per-driver file status every month.
- CVOR Rate MonitoringWe pull and review your CVOR every month, tracking your violation rates by category — convictions, collisions, and inspections — flagging movement toward the escalation thresholds that trigger MTO warning letters and facility audits. We tell you what's moving and what to do about it.
- Maintenance Record OversightAnnual inspection tracking, DVIR review, and defect repair documentation. We flag vehicles approaching inspection due dates and flag gaps in your repair records before an auditor does.
- Incident Review & Corrective ActionEvery CVSA inspection outcome, collision, and out-of-service event is reviewed, logged in your accident register, and assessed for CVOR impact. Where corrective action is warranted, we document it.
- Monthly Management CallA 20–30 minute documented call with your management contact. We review open items, discuss your Audit Readiness Score, and confirm the action items for the coming month. The call record itself is evidence of active safety management.
Monthly Deliverables
Concrete documents every month — not a retainer for our time.
Compliance Status Report
A plain-English summary of every open compliance item across your driver files, vehicles, and CVOR. Organized by urgency. No jargon, no pages of regulatory citations — just what needs to happen and when.
Audit Readiness Score
A scored assessment of how your driver qualification files, hours of service records, and vehicle maintenance records would perform under a live MTO facility audit — rated against the actual audit methodology before anyone shows up.
Risk & Exposure Analysis
CVOR violation trend analysis by category, with a forward-looking assessment of your insurance exposure. Designed to give you and your broker a clear picture before renewal conversations begin.
Quarterly Mock Audits
Four times a year we conduct a formal internal audit of your Driver Qualification, Hours of Service, and Maintenance profiles using the MTO's own scoring methodology. You see your result before the MTO does.
New Driver Onboarding
When you hire, we build the complete driver qualification file to MTO standards — application, abstract, medical, road test record, and hiring checklist — before the driver's first dispatch.
Insurance Renewal Documentation
We prepare the compliance documentation your broker needs to present your file in the best possible light at renewal — CVOR history, corrective action records, and safety program evidence.
Audit Response, If It Comes
If an MTO audit letter arrives, we treat it as a priority event. We assess your readiness, close remaining gaps, and coordinate the response. Clients in this tier are never starting from scratch when the letter arrives.
Your Monthly Audit Readiness Score
Every month you receive a score across the three categories the MTO uses in a formal facility audit — scored on the same basis an auditor would apply, so you know your real exposure before they do.
Sample Monthly Report · Month 3
Compliance Status Report — Illustrative Fleet, 18 Trucks
Driver Qualification
Licenses · Medicals · Abstracts · Annual Reviews
- ▲2 driver abstracts expiring within 30 days — follow-up initiated
- ▲1 annual driving record review outstanding — reminder sent, response pending
Vehicle Maintenance
Annual Inspections · DVIR · Defect Records · PM Schedule
- ▲Unit #14 commercial vehicle annual inspection expires in 45 days — scheduled
- ✓DVIR filing rate: 96% — within acceptable range
Hours of Service
ELD Compliance · Log Audits · Cycle Violations
- ✓Prior-period DVIR gap resolved — no open HOS issues this period
Risk Level: Moderate. Two open items in Driver Qualification require resolution before next month. No immediate audit exposure. Recommended action included in this month's call agenda.
Audit ready
Action items open
Immediate attention
Frequently Asked Questions
Related
CVOR Audit Preparation
What happens when the MTO sends a letter
Driver File Compliance
Licences, medicals, abstracts — tracked monthly
How It Works
The onboarding process and monthly cycle
Pricing
Contact us for managed service pricing
How CVOR Scoring Works
The 24-month window and violation categories
Integrations
Works with Geotab, Samsara, Motive, and more