For tree-service companies, the open road is as much a workplace as the treetops. Operating commercial motor vehicles (CMVs), such as chip trucks, aerial lifts and log loaders, demands strict adherence to Federal Motor Carrier Safety Administration (FMCSA) regulations – a complex web of rules that can feel like untangling a knotted rope. But a seismic shift is coming in 2025 that will transform how medical certifications for holders of commercial driver’s licenses (CDLs) are managed, promising to streamline processes while introducing new responsibilities.

The FMCSA’s updated Medical Examiner’s Certification Integration rule, set to take effect June 23, 2025, will usher in a fully electronic system for submitting and verifying Department of Transportation (DOT) medical certificates. For tree care operations relying on CDL drivers, this overhaul is a game changer. Add to that the patchwork of state-specific requirements, like chauffeur licenses in states such as Michigan, Louisiana and Connecticut, and it’s clear – preparation is critical.

Here’s what tree-service companies need to know to stay compliant, keep their drivers on the road and avoid costly penalties.

A decade of delays, a digital future
The medical certification process for CDL drivers has long been a headache. Drivers had to physically deliver their Medical Examiner’s Certificate (MEC) to state licensing agencies, while certified medical examiners submitted results to the FMCSA’s National Registry of Certified Medical Examiners (NRCME). State agencies then manually updated records – a clunky, error-prone system that invited delays and lost paperwork, and was even open to fraud.

After a decade of development, the FMCSA is finally cutting the paper trail. Starting June 2025, the medical certification process for CDL drivers will go fully digital, creating a seamless flow of data from medical examiners to state agencies and beyond. Here’s how it works.

Important note: Non-CDL drivers are unaffected by this change. They must still obtain a physical MEC, keep it on file and carry it while operating CMVs.

Why this matters for tree-service companies

Tree care operations often rely on heavy-duty vehicles – again, think aerial lifts, chip trucks or log loaders – that exceed the 10,001-pound gross vehicle weight rating (GVWR) threshold for CMV regulations under FMCSA’s 49 CFR 390.5. When trailers are added, combination weights frequently surpass 26,001 pounds, triggering CDL requirements. These vehicles are the backbone of the industry, but they come with a host of compliance obligations, including driver qualification, hours-of-service rules, vehicle inspections and medical certifications.

The shift to an electronic system brings significant benefits but also new demands.

Benefits for employers:

• Less paperwork: No more collecting and storing physical MECs, reducing administrative burdens.
• Fewer errors: Digital transmission minimizes the risk of lost documents or manual-entry mistakes.
• Real-time compliance: MVR checks provide instant verification of a driver’s medical status.
• Reduced fraud: Electronic records make it harder for drivers to falsify or operate with expired medical certifications.

New responsibilities:

• MVR monitoring: Employers must consistently check MVRs to confirm drivers’ medical certifications, replacing physical MEC collection.
• Ongoing compliance: Companies remain fully responsible for ensuring all CDL drivers are medically certified at all times. A lapse could lead to fines, downgraded licenses or grounded vehicles.

Failure to adapt could be costly. A single noncompliant driver caught during a roadside inspection could result in fines starting at $5,000, not to mention downtime and reputation damage.

Navigating state-specific chauffeur licenses
While the Federal Motor Carrier Safety Administration’s changes apply nationwide, state-specific rules add another layer of complexity. Many tree-service companies operate vehicles that fall into a regulatory gray zone – too heavy for standard licenses but not always requiring a full CDL. In states such as Michigan, Louisiana and Connecticut, chauffeur licenses and additional medical certifications often come into play.

Michigan

• Chauffeur license requirements: Needed for vehicles with a GVWR or Gross Combination Weight Rating (GCWR) of 10,001 pounds or more, those carrying 16+ passengers or those transporting placardable hazardous materials.
• Medical certification: Drivers must maintain a valid DOT medical certificate, even for non-CDL vehicles.

Louisiana

• Class D chauffeur’s license: Required for commercial passenger transport vehicles with a GVWR between 10,001 and 26,001 pounds.
• Medical compliance: A medical certificate may be required, depending on the vehicle’s use and weight.

Connecticut

• Intrastate DOT number: Necessary for vehicles with a GVWR or GCWR of 18,001 pounds or more in intrastate commerce, those transporting hazardous materials or those carrying eight or more passengers for compensation or 15-plus passengers total.
• Medical certificates: Often required, even for non-CDL drivers, based on vehicle class and operation.

These state rules mean that even drivers without a CDL may need medical certifications and specialized licenses, depending on vehicle weight, passenger capacity or hazardous materials. For tree-service companies operating across state lines, this creates a compliance puzzle that demands careful attention.

Action plan: How to prepare for June 2025
With the deadline fast approaching, tree-service companies must act now to ensure a smooth transition. Here’s a road map to help you get ready.

For employers:

• Audit driver-qualification files: Review all driver records to ensure medical certifications are current and compliant.
• Update policies: Revise internal procedures to align with the electronic certification process, focusing on MVR monitoring.
• Train staff and drivers: Educate your team on the new rules, emphasizing the importance of timely DOT physicals and accurate self-certification.
• Implement MVR monitoring: Set up a system to regularly check drivers’ MVRs for medical-status updates, using services like third-party compliance providers if needed.
• Stay state savvy: Research state-specific requirements for chauffeur licenses and medical certifications, especially if operating in multiple states.

For CDL/CLP drivers:

• Schedule DOT physicals: Keep medical exams up to date to avoid lapses that could downgrade your license.
• Verify examiners: Ensure your medical examiner is FMCSA registered and prepared for electronic submissions.
• Know your category: Understand your self-certification type (e.g., interstate non-excepted) to avoid compliance issues.

For medical examiners:

• Maintain NRCME credentials: Confirm your certification is active and up to date.
• Adopt electronic systems: Set up processes to submit exam results to the FMCSA by the next-day deadline.

Setting the standard: A proactive approach
Some forward-thinking tree-service companies are already going beyond compliance. Nationwide operators, for example, have adopted internal policies requiring DOT medical certificates for all drivers, regardless of license class. This not only enhances safety but also simplifies compliance across diverse state regulations. It’s a bold move that sets a higher standard for professionalism in an industry where safety is paramount.

By embracing these changes early, companies can turn a regulatory overhaul into an opportunity. A robust compliance program reduces risks, boosts driver confidence and signals to clients and regulators alike that your operation is built on trust and accountability.

The road ahead
The FMCSA’s Medical Examiner’s Certification Integration rule is more than a bureaucratic update – it’s a chance for tree-service companies to modernize their compliance practices and strengthen their operations. By preparing now, you can navigate the transition with confidence, keeping your drivers on the road and your business thriving.

As the June 2025 deadline looms, one thing is clear: In the world of tree care, staying compliant is as essential as a sharp chain saw. Don’t wait for the branches to fall – start planning today.

Kristoffer Rasmussen, Certified Treecare Safety Professional (CTSP), qualified crew leader (QCL) and TCIA-approved instructor, is a TCIA Accreditation/loss control auditor and owner of arboriststrong.com, providing consultation, safety training and Red Cross CPR/first-aid certifications.