Resources > Top 10 Mistakes Carriers Make During Compliance Audits
Top 10 Mistakes Carriers Make During NSC Compliance Audits
Man auditing a semi truck | Credit: Freepik
Table of Contents:
- Introduction
- Mistake: Incomplete or Missing Trip Inspections
- Mistake: Poor Driver File Management
- Mistake: Hours-of-Service (HOS) Violations
- Mistake: Incomplete Vehicle Maintenance Records
- Mistake: Failure to Retain Records
- Mistake: Non-Compliance with TDG
- Mistake: Weak Safety & Training Programs
- Mistake: Not Monitoring Safety Performance
- Mistake: Inconsistent or Inaccurate Policies
- Mistake: Lack of Internal Audits
- Building a Culture of Compliance
- Stay Audit-Ready with Nutech Comply
Introduction
Running a trucking company in Canada means more than just keeping freight moving, it also means staying compliant with the National Safety Code (NSC). NSC audits are designed to ensure carriers are operating safely, and the results directly affect a company’s Safety Fitness Rating. A poor rating can limit your ability to operate, damage your reputation, and cost you business.
The challenge? Many carriers fail these audits not because they’re unsafe, but because of avoidable mistakes. Below, we break down the top 10 compliance audit mistakes Canadian carriers make and how to fix them.
Mistake #1: Incomplete or Missing Trip Inspections
One of the most common issues is drivers skipping inspections, submitting incomplete reports, or, in some cases, falsifying logs. These gaps put both safety and compliance at risk.
How to fix it: Prioritize driver training, emphasize the importance of proper documentation, and consider using digital inspection tools that prevent missing or incomplete data.
Mistake #2: Poor Driver File Management
Auditors often find missing medical certificates, expired licences, or incomplete driver abstracts. Even one missing document can count as a failure.
How to fix it: Keep driver qualification files up to date and implement automated reminders to track expirations for licences, certificates, and training.
Mistake #3: Hours-of-Service (HOS) Violations
Whether it’s logbook errors, misuse of ELDs, or exceeding legal driving limits, HOS violations remain a major audit red flag.
How to fix it: Conduct regular log audits, train drivers on proper ELD use, and build a fatigue management program to prevent over-hours driving.
Mistake #4: Incomplete Vehicle Maintenance Records
A truck with poor documentation is just as concerning as a truck with poor maintenance. Missing inspection histories, overdue repairs, or sloppy recordkeeping are common audit failures.
How to fix it: Develop a preventive maintenance schedule and track all repairs and inspections digitally for easy access during audits.
Mistake #5: Failure to Retain Records
Some carriers discard documents too early or can’t produce them when asked. This creates the impression of poor compliance—even if operations are safe.
How to fix it: Understand NSC record retention timelines and use a centralized digital storage system that ensures documents are available when needed.
Mistake #6: Non-Compliance with TDG
Auditors frequently catch mistakes related to dangerous goods such as incorrect placarding, missing shipping documents, or untrained staff handling TDG shipments.
How to fix it: Ensure all staff involved with dangerous goods complete mandatory TDG certification. Use tools or apps that guide proper labeling, placarding, and documentation.
Mistake #7: Weak Safety & Training Programs
Some carriers don’t document their training programs or fail to provide regular refresher sessions. Without records, auditors can’t confirm compliance.
How to fix it: Create a formal, ongoing training program for drivers and staff. Document every session and keep signed training records on file.
Mistake #8: Not Monitoring Safety Performance
Carriers sometimes wait until an audit to review their safety history—only to discover high CVOR scores, frequent violations, or unaddressed collisions.
How to fix it: Monitor your safety data regularly. Review CVOR reports, track collisions, and address violations early to show auditors you’re proactive.
Mistake #9: Inconsistent or Inaccurate Policies
Written policies that don’t match actual practices (or aren’t updated to align with NSC requirements) are another common failure point.
How to fix it: Review internal policies regularly and ensure they align with current provincial and federal NSC regulations. Train staff to follow them consistently.
Mistake #10: Lack of Internal Audits
Waiting until an official NSC audit to review compliance is a recipe for failure. Auditors expect carriers to be proactive.
How to fix it: Conduct regular internal audits to catch issues before inspectors do. Mock audits give you a chance to fix problems and build confidence in your compliance program.
Building a Culture of Compliance
At the heart of most audit failures are three issues: disorganization, lack of training, and poor recordkeeping. By focusing on proactive compliance, you can avoid scrambling before an audit and instead maintain strong, ongoing safety practices. A culture of compliance not only keeps your company audit-ready but also improves safety, efficiency, and trust with clients.
Stay Audit-Ready with Nutech Comply
NSC compliance doesn’t need to be stressful. Nutech Comply helps Canadian carriers stay audit-ready with:
- Digital recordkeeping and driver file management
- TDG compliance guidance
- Automated reminders for licences and certifications
- Safety and compliance checks built for Canadian regulations
Keep your Safety Fitness Certificate in good standing. Learn more and simplify compliance for your fleet.