Plain-English guides for owners and managers of small fleets, from 2 to 50 vehicles: when you need a USDOT number or an ELD, how hours-of-service rules work, IRS mileage records, recall and tire checks, fuel economy, EV charging and how to compare telematics. Each one starts with the short answer, links to the official agency (FMCSA, IRS, NHTSA, the Department of Energy, IIHS), labels state rules by state, and ends with an FAQ and a dated list of the sources we checked.
A plain-English checklist for running 2 to 50 vehicles: a vehicle list with weight ratings, the USDOT and ELD questions, inspection and maintenance records, mileage logs, recall and tire checks, and where each rule comes from.
FMCSA’s tests for a USDOT number (weight, passengers, hazardous materials and interstate commerce), the states that require one for intrastate carriers, the free biennial update, and how to look up a carrier on SAFER.
Which drivers need an electronic logging device, the exceptions in 49 CFR 395.8 (8 days in 30, pre-2000 vehicles, driveaway-towaway), how short-haul drivers fit in, FMCSA’s registered-device list, and record retention.
FMCSA’s hours-of-service limits for property-carrying drivers in plain English: the 11-hour and 14-hour limits, the 30-minute break, 60/70 hours, the 34-hour restart, sleeper berth splits, adverse conditions and the 150 air-mile short-haul exception.
The 2026 IRS business mileage rates (72.5 cents for January to June, 76 cents for July to December), why five or more vehicles used at the same time can’t use the standard rate, the actual-expense method, and the mileage records the IRS asks for.
How to check every fleet vehicle for open safety recalls with NHTSA’s VIN lookup, how often to check, what manufacturers must do, why recall repairs are free, and how to report a safety problem.
NHTSA’s tire checks for fleet vans and pickups: monthly cold pressure checks using the vehicle label, replacing tires at 2/32 inch of tread, rotation, the limits of TPMS warnings, and reading a tire’s age from the TIN.
How to use FuelEconomy.gov to compare official fuel-economy estimates before you buy a van or pickup, what the estimates can’t tell you, and the driving habits the site says affect mileage, quoted as estimates, not promises.
The Department of Energy’s charging basics for small fleets: Level 1, Level 2 and DC fast charging, typical range added per hour, depot and take-home charging, the Station Locator, and the status of the federal 45W and 30C credits.
A vendor-neutral checklist for comparing GPS tracking, ELD and telematics systems for a small fleet: the records you need, FMCSA’s registered ELD list, contract and data-export questions, safety research, and how to read vendor claims and referral offers.
Education only: general information, not legal, tax, safety-compliance or other professional advice for your fleet. Federal and state rules, rates and deadlines change, so check the official agency we link (FMCSA, IRS, NHTSA, the Department of Energy or your state) or ask a qualified professional before you act. True Fleet Guide is independent and isn’t affiliated with any fleet software or telematics company. We may earn money from ads and, in the future, paid links; our advice isn’t for sale.
