--- title: Reading a Lead Record description: "Table of contents - [Identification fields](#0-toc-title) - [Contact information](#1-toc-title) - [Fleet & equipment](#2-toc-title) - [Operating authority & status](#3-toc-title) - [Compliance & safety](#4-toc-title) - [Cargo type indicators](#5-toc-title) - [Location & distance](#6-toc-title) - [Putting it all together](#7-toc-title) Each row in a lead…" url: "https://dotleadscout.com/docs/reading-a-lead-record/" updated: "2026-04-29" category: Finding Leads (Lead Scout) --- # Reading a Lead Record Table of contents - [Identification fields](#0-toc-title) - [Contact information](#1-toc-title) - [Fleet & equipment](#2-toc-title) - [Operating authority & status](#3-toc-title) - [Compliance & safety](#4-toc-title) - [Cargo type indicators](#5-toc-title) - [Location & distance](#6-toc-title) - [Putting it all together](#7-toc-title) Each row in a lead list contains dozens of data points pulled from FMCSA. Here is what every field means and how to use it for outreach decisions. ## Identification fields Every motor carrier in the FMCSA database has a unique DOT number that anchors all of its data. - **DOT Number** — A unique 6–8 digit identifier assigned by FMCSA. Used for cross-referencing on SAFER and any official compliance lookup. - **Legal Name** — The carrier's registered business name. This is the name on FMCSA filings and is the official name to use in outreach. - **DBA Name** — "Doing Business As" name — the brand or trade name the company actually operates under. Often more recognizable than the legal name. - **Company Officer(s)** — The named owners or officers on the FMCSA filing. These are usually the decision makers for vendor relationships like DOT physicals. ## Contact information Where available, FMCSA provides phone, fax, cell, and email contact data. Coverage varies — some carriers have full contact info, others have only a phone number, and some have nothing at all. - **Phone** — The main business phone number filed with FMCSA. This is the most reliable contact method for cold outreach. - **Cell Phone** — A secondary mobile number, often the owner's direct line. When available, it usually reaches a decision maker faster than the main number. - **Email** — The contact email on file. Coverage is lower than phone — only some carriers provide email. - **Fax** — Yes, FMCSA still tracks fax numbers. Rarely used for outreach but occasionally indicates an established office. ##### Why some carriers have missing contact info FMCSA only requires certain registration data — email, for example, is optional. Smaller owner-operators are most likely to have incomplete contact records. ## Fleet & equipment Fleet data tells you how many DOT physicals a carrier needs each year — the more drivers and trucks, the more recurring exam revenue. - **Total Drivers** — Total drivers reported by the carrier. Each driver needs a DOT physical at minimum every 24 months — the single most important number for revenue estimates. - **CDL Drivers** — Drivers holding a Commercial Driver's License. Subset of total drivers; useful for understanding fleet composition. - **Power Units** — Total motorized vehicles in the fleet (trucks, tractors, buses combined). - **Trucks / Tractors / Trailers** — Detailed breakdown of vehicle types and whether they are owned or leased. Larger trailer counts often signal long-haul or freight specialization. - **Utilization Ratio** — Drivers divided by power units. A ratio above 1.5 suggests teams or shift-driving — more drivers per truck means more exams. - **Fleet Size Class** — FMCSA tier classification (A through I) based on vehicle count. A is smallest, I is largest. ## Operating authority & status Authority status tells you whether a carrier is currently operating — which directly affects whether they need DOT physicals at all. - **Status Code** — A (Active), C (Conditional), I (Inactive), N (Not Authorized), or O (Out of Service). Active carriers are the primary outreach target. - **Authority / Add Date** — When the carrier first registered with FMCSA. Carriers within their first 18 months are flagged as "New Entrant" — a high-value badge. - **Carrier Operation** — A (Authorized for Hire), B (Exempt for Hire), C (Private Property), or other classifications. Affects which compliance rules apply. - **Prior Revocation Flag** — Indicates whether the carrier's authority was previously revoked. Rare, but important for context. ## Compliance & safety Compliance fields tell you how recently the carrier has filed required updates and how FMCSA rates their safety performance. - **Safety Rating** — S (Satisfactory), C (Conditional), U (Unsatisfactory), or unrated. Conditional carriers often need compliance help — a great outreach angle. - **Safety Rating Date** — When the rating was last assigned. Old ratings may indicate the carrier is due for re-audit soon. - **MCS-150 Date** — Last time the carrier filed their biennial MCS-150 update. Stale filings (over 24 months) are a signal the carrier may need help getting current. - **MCSIP Step** — Motor Carrier Safety Improvement Process step. Higher numbers indicate ongoing intervention; useful for context but rarely actionable directly. ## Cargo type indicators FMCSA tracks the types of cargo each carrier hauls. Two types are especially relevant for DOT physicals because they require additional driver certifications: - **HAZMAT** — Authorized to haul hazardous materials. Drivers need additional endorsements and more frequent physicals — higher value per driver. - **Passenger** — Authorized to transport passengers (charter, school, livery). Stricter compliance and physical exam requirements. - **Other Cargo Types** — Beverages, building materials, livestock, refrigerated, and dozens of others. Useful for niche outreach but rarely changes exam volume. ## Location & distance Every lead has a physical location pulled from FMCSA, which is geocoded so distances and map placement work correctly. - **Physical Address** — Street, city, state, ZIP — the carrier's registered place of business. Where you would visit them in person. - **Mailing Address** — Sometimes different from the physical address (PO Box, separate corporate office). Use the physical address for distance calculations and the mailing address for mailers. - **Distance From Clinic** — Calculated automatically once your clinic location is set. Shown in miles, straight-line distance. ## Putting it all together Here is what a real lead record looks like when you read it the way an experienced examiner would: ##### Example: Baker Distributing Corporation - DOT# 179219 Active · 40 drivers · 20 power units · 2.0 utilization · Class I fleet · North Clarendon, VT · 12.4 mi from clinic · Phone on file · Email on file · MCS-150 last filed 2024. What this tells you at a glance: - **Active** means they are operating right now — their drivers need physicals. - **40 drivers** at $85 per exam = roughly $3,400/year in recurring exam revenue. - **2.0 utilization** (2 drivers per truck) means high turnover or team driving — potentially more exams than the count suggests. - **12.4 miles from clinic** is realistic for drop-in visits. - **Phone and email on file** means full multi-channel outreach is possible. - **2024 MCS-150** means their data is current and reliable. ##### The story each lead tells The fields on a lead record are not just data — together, they tell you whether a carrier is worth pursuing, how to reach them, and what angle to lead with. Once you read a few hundred records, the pattern becomes second nature.