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.
