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.
