Got the letter two weeks ago and I've been scrambling ever since. The audit covers 18 months of records and they're asking for driver abstracts, trip inspection reports, and log books for 12 of our 15 drivers. I've done three of these before but this one feels more thorough than usual.
Our CVOR profile score was sitting at 34% before the letter arrived, which I thought was fine since anything under 50% is supposed to be acceptable. Turns out one bad month with two roadside violations pushed us into a monitoring threshold I didn't even know existed.
I'm trying to figure out what documentation gaps look worst to the auditor. Missing pre-trip inspections seem to carry the heaviest weight — about 60% of CVOR points get assigned to hours-of-service and inspection categories combined.
Has anyone gone through a facility audit versus a desk audit? The ministry letter didn't specify which type we're getting and I'm not sure whether to expect them on-site or just mail everything in.
Your 34% profile isn't that alarming. I've seen carriers get through audits at 60%+ if the paperwork is tight. The auditors care more about patterns than single incidents.
We went through a desk audit last year and they gave us 30 days, then granted a 15-day extension without any issue. Make sure your Bill of Lading records match the trip inspection dates — that's where we had discrepancies.
Get a consultant if you can budget it. We paid about $1,200 for someone to review everything before submission and they caught three log book errors that would've added 8 points to our score.