Charter Bus Safety Checklist: Verify DOT Numbers, Insurance and Driver Records Before You Book
Charter Bus Safety Checklist: Verify DOT Numbers, Insurance and Driver Records Before You Book
Quick answer: Before you book a charter bus, check five things. First, the company’s USDOT number and operating authority, which you can look up on the FMCSA website. Second, its safety rating and inspection record. Third, its insurance: federal rules for interstate passenger carriers require at least $5 million for vehicles that seat 16 or more passengers, including the driver, and $1.5 million for 15 or fewer. Fourth, its drivers, who need a commercial driver’s license with a passenger endorsement for larger buses, and who must follow federal hours of service rules. Fifth, the vehicle’s condition, from inspections to seat belts and emergency exits. A trustworthy company shares this information without hesitation. Call Emily’s Limousine Service at (312) 446-7505 or get a free quote!
Licensed and commercially insured · Professional drivers · Motor coaches for 35 to 57 passengers · Open 24/7
When you book a charter bus, you are trusting a company with your group’s safety: students, seniors, church members, employees or wedding guests. Most charter companies take that seriously. But prices vary widely, and the lowest quote can sometimes come from a company that cuts corners on maintenance, insurance or driver hours. The good news is that you do not have to take anyone’s word for it. Much of the key safety information is public and takes only a few minutes to check. This checklist walks you through what to verify before you sign.
This guide goes with our charter bus service. For pricing, read our charter bus rental cost guide.
Booking a bus for your group? Ask us anything on this checklist. We are happy to answer. Call (312) 446-7505!
The Charter Bus Safety Checklist
| Check | What to look for | Where to verify |
|---|---|---|
| USDOT number | An active number for the company | FMCSA company lookup |
| Operating authority | Active authority to carry passengers for hire across state lines | FMCSA company lookup |
| Safety rating | Satisfactory is best. Unsatisfactory is a red flag | FMCSA company lookup |
| Inspection and crash record | Out-of-service rates and recent crashes | FMCSA company lookup |
| Insurance | At least the federal minimum for the vehicle size | FMCSA records and a certificate from the company |
| Driver license | Commercial license with a passenger endorsement for larger buses | Ask the company |
| Driver hours | A plan that follows federal hours of service rules | Ask the company and review the schedule |
| Vehicle condition | Recent inspections and good maintenance | Ask the company and look at the bus |
1. Verify the USDOT Number and Operating Authority
- Ask for the USDOT number. Charter companies that cross state lines must have one, and many show it on their website and buses.
- Look it up on the FMCSA website. The Federal Motor Carrier Safety Administration has a passenger carrier search where you can check a company’s status.
- Check that it is active. The company should be authorized to carry passengers for hire.
- Match the name. The company you are booking should match the name on the record. Watch for brokers who book your trip with another company.
2. Check the Safety Rating and Inspection Record
| Rating | What it means |
|---|---|
| Satisfactory | The company was reviewed and met safety requirements |
| Conditional | The company was reviewed and had some issues to fix |
| Unsatisfactory | The company did not meet safety requirements. Do not book |
| Not rated | The company has not had a full review. Look closely at its inspection record |
Also look at how often the company’s vehicles and drivers are placed out of service at roadside inspections, and whether it has a recent crash history.
3. Confirm Insurance
- $5 million minimum for interstate passenger carriers using vehicles that seat 16 or more, including the driver.
- $1.5 million minimum for interstate vehicles that seat 15 or fewer, including the driver.
- Ask for a certificate of insurance before you sign. Schools, churches and companies often need one for their records.
- Check that the policy is current for your trip date.
Need a certificate of insurance for your school or company? Ask when you request your quote.
4. Ask About the Drivers
- Commercial driver’s license: Drivers of vehicles designed for 16 or more passengers, including the driver, need a commercial license with a passenger endorsement.
- Medical certification: Commercial drivers must be medically certified.
- Drug and alcohol testing: Carriers must run a testing program for drivers.
- Experience: Ask how long drivers have been with the company and how they are trained.
- Driving record: Ask how the company checks driving records before hiring.
5. Plan Within Driver Hours of Service
Federal rules limit how long bus drivers can drive and work. A driver of a passenger vehicle may drive up to 10 hours after 8 consecutive hours off duty, and may not drive after 15 hours on duty. These rules keep tired drivers off the road.
- Long day trips may need a second driver or an overnight stay.
- Multi-day trips need hotel rest for the driver. Read our multi-day charter bus rental guide.
- Be wary of any quote that promises a schedule one driver cannot legally cover.
6. Check the Vehicle
- Ask about the bus’s age, inspection history and maintenance schedule.
- Ask whether the bus has seat belts, and ask passengers to wear them if it does.
- Check that emergency exits, windows and hatches are clearly marked.
- Look for a fire extinguisher and first aid kit.
- Ask about wheelchair lifts or accessible features if anyone in your group needs them.
- Look at the bus on the day. If anything looks unsafe, speak up before you board.
Red Flags to Watch For
- No USDOT number, or a number that does not match the company name
- An Unsatisfactory safety rating or a high out-of-service rate
- No certificate of insurance, or a reluctance to share one
- A price far below every other quote
- Pressure to pay in full immediately in cash
- No written contract with the date, times, pickup and vehicle
- A schedule that would break driver hours rules
Questions to Ask Before You Sign
- What is your USDOT number?
- Will your company operate the trip, or another company?
- Can you send a certificate of insurance?
- Which vehicle will we get, and how old is it?
- How do you hire, train and check your drivers?
- How do you handle driver hours on our schedule?
- What happens if the bus breaks down?
- What is your cancellation policy?
Groups That Should Use This Checklist
- Schools, sports teams and church groups. Read our charter bus for schools, sports and church groups guide.
- Senior groups. See our senior group outings guide.
- Corporate events and employee shuttles. See our employee shuttle service.
- Weddings and family reunions. See our family reunion bus rental guide.
Charter Bus Safety FAQs
How do I check if a charter bus company is safe?
Look up its USDOT number on the FMCSA website, check its safety rating and inspection record, confirm insurance and ask about its drivers and vehicles.
What is a USDOT number?
A unique number the U.S. Department of Transportation assigns to commercial carriers. It lets you look up a company’s safety record.
How much insurance should a charter bus company have?
Federal rules require interstate passenger carriers to carry at least $5 million for vehicles seating 16 or more, including the driver, and $1.5 million for 15 or fewer.
What license does a charter bus driver need?
A commercial driver’s license with a passenger endorsement for vehicles designed for 16 or more passengers, including the driver.
How many hours can a bus driver drive?
Up to 10 hours after 8 consecutive hours off duty, and no driving after 15 hours on duty.
What does an Unsatisfactory rating mean?
The company did not meet federal safety requirements. Do not book with it.
Should I worry about very cheap quotes?
Be careful. A price far below others can mean cut corners on maintenance, insurance or driver hours.
What is a charter bus broker?
A company that sells trips and hands them to another operator. Ask which company will run your trip, and check that company’s record.
Can I get a certificate of insurance?
Yes. Ask for one before you sign. Schools, churches and companies often need it for their records.
Do charter buses have seat belts?
Many newer motor coaches do. Ask about the vehicle you are booking, and ask passengers to wear belts when available.
What should be in my charter bus contract?
The date, times, pickup and drop-off locations, vehicle type, price, what is included and the cancellation policy.
How do I book with Emily’s?
Call (312) 446-7505 or get a free quote. Ask us any question on this checklist.
Book a Charter Bus You Can Trust
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