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Proof of registration & the 3-year recordkeeping rule

Registering once isn't the end of the story. Two obligations trip carriers up constantly: carrying proof of the current registration and keeping registration records for three years.

What counts as proof in the truck

• A copy of your current Certificate of Registration, or
• A document bearing your registration number identified as the "U.S. DOT Hazmat Reg. No."

Every truck hauling registrable quantities must be able to produce this. If you run a fleet, that means a copy in every vehicle — not just the office.

The 3-year recordkeeping rule

Under 49 CFR §107.620, a registrant must keep a copy of the registration statement and related records at its principal place of business for three years, available for inspection. Records to retain include your registration statements, the certificate, and proof of fee payment.

Why it matters

Operating without a current Certificate of Registration is a violation in itself, and failing to produce records on inspection compounds it — penalties can reach ~$89,678 per violation (49 U.S.C. §5123). None of this is expensive to get right; it just has to be systematic.

The practical checklist

• ☐ Current certificate printed/filed, registration number visible as "U.S. DOT Hazmat Reg. No."
• ☐ A copy in every vehicle that hauls registrable loads
• ☐ Registration statement + payment proof archived at the principal place of business
• ☐ Rolling 3-year retention (don't purge last year's records)
• ☐ Calendar reminder before June 30 each year

Guidance only; the operative rules are 49 CFR §§107.601–107.620. Not a filing service.