FMCSA issues a certificate, permit, or license when MC authority is granted. How it arrives, how to get a copy from Motus or FMCSA, and what brokers accept.
When FMCSA grants operating authority, the grant becomes effective by issuance of a certificate (motor carriers), permit (freight forwarders), or license (brokers) under 49 CFR §365.115(b). FMCSA mails the document and, since Motus, emails a copy to the company account owner. If it is lost, your authority is still provable from FMCSA's records (Motus public search); request a duplicate through Motus or FMCSA's contact center.
TL;DR
When FMCSA grants operating authority, the grant becomes effective by issuance of a certificate (motor carriers), permit (freight forwarders), or license (brokers) under 49 CFR §365.115(b). FMCSA mails the document and, since Motus, emails a copy to the company account owner. If it is lost, your authority is still provable from FMCSA's records (Motus public search); request a duplicate through Motus or FMCSA's contact center.
Once FMCSA grants your operating authority, a document follows: a certificate for a motor carrier, a permit for a freight forwarder, a license for a broker. Carriers call it the MC certificate, the authority letter, or the grant letter. Brokers and factoring companies ask for it during onboarding, and it is one of the first things a new carrier misplaces. This guide covers what the document is, when it shows up, how to get another copy, and how to prove your authority when you cannot find it.
What Document Does FMCSA Actually Issue?
The wording comes straight from the regulation. 49 CFR §365.101T describes applications for certificates and permits to operate as a motor carrier of property or passengers, permits to operate as a freight forwarder, and licenses to operate as a broker. Under §365.115(b), if no one opposes an application, the grant published in the FMCSA Register becomes effective by issuance of a certificate, permit, or license. That issued document — on FMCSA letterhead, showing your legal name, your docket number (for example MC-123456), the type of authority, and the date — is what the industry calls the operating authority certificate or letter.
It helps to separate three things that all get called “the letter.” The FMCSA Register notice is the preliminary grant: it starts the 10-day protest window under §365.115(a) and the 20-day clock for your insurance and BOC-3 filings under §365.109T. The certificate, permit, or license comes after those clear and is the document brokers want. And the emails Motus sends confirming a new application are receipts, not authority. If all you have is the confirmation, you are not authorized yet.
One more nuance for motor carriers running commercial motor vehicles: §365.110 says the authority does not become permanent until you complete the New Entrant Safety Assurance Program. The certificate is real and you can run on it; passing the new-entrant audit is what makes it stick.
When and How Does the Certificate Arrive?
FMCSA mails the certificate, permit, or license once the authority is granted; FMCSA controls the timing. Since Motustook over registration in May 2026, FMCSA also emails copies of its most-requested letters — certificates, permits, licenses, and new-application confirmations — to the company account owner, in addition to the mailed copy. FMCSA notes that the ability to search for letters inside Motus is planned for a future release, so as of August 2026 the emailed PDF and the mailed original are your two copies. Save both somewhere you can find them from a truck stop.
The certificate follows the grant, not the other way around. Your authority is granted once the 10-day protest period after the FMCSA Register notice has passed and the BOC-3 (sister site: FastBOC3Filing) and the BMC-91/BMC-91X (or BMC-84/BMC-85 for brokers) are on file (49 CFR 365.203T); it then shows in FMCSA's records. A broker who looks you up by USDOT number or company name in FMCSA's Motus public search will see it there whether or not your envelope has arrived.
How Do You Download or Reprint It?
- Motus company account. Sign in at motus.dot.govand check the email address on the account owner's profile for FMCSA letters; the account also shows the status and history of every registration action. In-system letter search is a future release per FMCSA.
- Motus public search.Look your company up by USDOT number or company name in FMCSA's Motus public search (it does not search by MC number) and read the operating authority status. This is a public record you can print or save.
- FMCSA Register.FMCSA publishes the daily FMCSA Register. Pick the decision date and go to the “Certificate, Permit, License” section (PDF report or HTML detail). FMCSA's FAQ says you can obtain an immediate electronic copy of your certificate, permit, or license from the daily registration decisions.
- FMCSA contact center.800-832-5660 (FMCSA lists Monday–Friday, 8 a.m. to 8 p.m. ET) or the Ask FMCSA web form. The fee schedule at 49 CFR §360.3T(f)(81) still lists $5 for a faxed copy of operating authority to applicants who did not receive a served copy.
You do not need to pay a third-party site to “request your authority letter.” The sources above are free or five dollars, and the record they draw from is public.
What Do Brokers and Factoring Companies Ask For?
A typical carrier packet asks for the operating authority letter, a certificate of insurance naming the broker or factor as certificate holder, a W-9, and — for factoring — a notice of assignment and a voided check. But the letter is a snapshot; the broker's real check is live. Brokers look you up by USDOT number or company name in FMCSA's Motus public search to confirm your USDOT status, your operating authority, and the BMC-91 filing and BOC-3 on record. Some pull your record into vetting services keyed on your MC and USDOT numbers. The letter does not substitute for that record. Keep the letter handy for the packet; keep the record clean for the load.
How Do You Prove Authority When the Letter Is Lost?
- Save your record from FMCSA's Motus public search. Look your company up by USDOT number or company name and print or save the page showing your operating authority status and docket number.
- Screenshot your Motus company account.Registration status from the registrant's side, tied to your verified identity.
- Request a duplicate using the four routes above, for the file.
- Read the status honestly.If FMCSA's records show the authority as inactive or not authorized, the problem is not paperwork — usually a lapsed BMC-91 or a missing BOC-3 — and it is a reinstatement matter, not a reprint.
Certificate vs FMCSA's Records: What Each One Proves
| Source | What it proves | Where to get it | Caveat |
|---|---|---|---|
| Certificate / permit / license | Authority was granted: docket number, authority type, date | Mailed by FMCSA; emailed by Motus; FMCSA Register for the decision date | Static - says nothing about today's status |
| FMCSA's records (Motus public search) | Current USDOT status and operating authority status | FMCSA's Motus public search (public) | Searches by USDOT number or company name, not MC number |
| Motus company account | Everything above from the registrant's side | motus.dot.gov (Login.gov sign-in) | Letter search planned for a future release |
Does the Certificate Ever Need Renewal?
No renewal, no expiration date, no fee to keep it. What can happen is revocation of the authority behind it — most often when the BMC-91/BMC-91X filing lapses under 49 CFR Part 387 or the BOC-3 designation under Part 366 drops off — and deactivation of the USDOT number if the biennial MCS-150 update is missed. Neither is fixed by a new certificate. A revoked authority is a reinstatement petitionwith an $80 fee under §360.3T(f)(52); a lapsed USDOT is an MCS-150 update. Our post-MC checklist lists the filings that keep the certificate meaningful.
Bottom line:the certificate, permit, or license is FMCSA's paper record that authority was granted; FMCSA's records (Motus public search) are the live record that it still is. Keep the emailed and mailed copies, know the four ways to get another, and remember that no broker loads a truck on the letter alone.