How to Secure a DOT Emergency Special Permit Quickly and Effectively

When hazardous materials (hazmat) compliance issues arise, companies need regulatory exceptions fast. Specifically, they may need a Department of Transportation (DOT) special permit processed on an expedited basis. But what does that really mean, and how do you actually get one approved quickly?

Ryan Paquet, a former Director of Approvals and Permits at the DOT’s Office of Hazardous Materials Safety, has spent over 15 years dealing with this exact issue. He recently shared what an “emergency special permit” really involves—and how companies can increase their chances of getting one approved efficiently.

What Is an Emergency Special Permit?

Despite common usage, there’s technically no such thing as a separate “emergency special permit.” What you’re actually doing is submitting a regular special permit application and requesting emergency processing. A special permit is essentially a formal waiver from existing U.S. hazardous materials regulations (or in some cases, international regulations). It allows a company to conduct a specific activity that the standard rules don’t accommodate.

Under normal procedures, a special permit must be published in the Federal Register and held open for 30 days of public comment. When you request emergency processing, you’re asking the DOT to review and issue the permit before that public notice and comment period is completed.

When Emergency Processing Applies

Emergency processing isn’t automatically granted. The applicant has to justify why the situation qualifies as an emergency. The DOT generally considers three types of justification: national security, prevention of injury to people or property, or severe economic impact.

It is important to understand that the criteria aren’t precisely defined. A severe economic impact for a small business might not involve the same dollar amounts as it would for a large enterprise, but that doesn’t mean it isn’t valid. The key is making the case credible.

Step-by-Step: How to Pursue Emergency Processing

1. Understand What You Need
The first and most important step is clarity. Why do you need a special permit in the first place? What regulation can’t you comply with, and why? Is the issue something that’s already been addressed by another company’s special permit?

If a similar permit already exists, you may be able to apply for party status instead of filing a new application—an option that can save significant time. Many applicants don’t take this step, but it’s often the most practical starting point.

2. Build a Strong Application and Justification
Once you know you need a new permit, you need to build a strong case for why emergency processing is warranted. Applicants should treat this like telling a story. What happened? Why is this urgent? What are the consequences if it isn’t addressed right away?

For example, a company might have discovered a previously unknown compliance issue, and continuing operations without a permit could result in major disruptions. Making that scenario clear—and backing it up with facts—is essential.

Keep in mind that the staff at the Office of Hazmat Safety are human beings making judgment calls. If they’re going to sign off on a permit, especially on an expedited basis, they need to be persuaded that it’s justified.

3. Follow Up and Communicate Directly
Submitting the application isn’t enough. Follow up with a phone call. Be respectful and provide context. Ask if they’ve seen the application and whether they need more information.

This kind of direct, human-to-human communication can help put your request on the radar. It’s not about special treatment—it’s about making sure the urgency and rationale behind the application are understood.

4. Train Your People Immediately
If you’re granted the permit, your job isn’t done. All affected employees need to be trained on it—immediately. Hazmat regulations require that anyone handling hazardous materials be properly trained, and this includes understanding the terms of any waivers or special permits that apply.

It is very important to understand that general awareness training is just the beginning. Employees must also receive function-specific training that reflects their exact responsibilities—especially when those responsibilities fall outside the normal regulations due to a permit.

When a company obtains a special permit, it’s not business as usual. They’ve been authorized to operate under different rules, and that requires targeted training to ensure employees know exactly what those rules are and how to follow them.

Operationalizing Training for Special Permits

At Hazmat Safety Consulting, a subsidiary of Americase where Ryan now serves as President, training isn’t a one-time event. It’s built into the way the organization operates. All hazardous materials employees are trained in general awareness—understanding what hazmat is and how to identify it—and then in function-specific responsibilities, including any that fall under special permits or international approvals.

Training must also be kept up-to-date and documented as operations or regulations evolve. Whether you’re under U.S. or international hazmat rules, responsible compliance means continuous education.

A Final Note on Timing

Although people often talk about getting a permit “immediately,” expectations need to be realistic. What’s considered fast in the regulatory world may not mean same-day turnaround—but if the application is well-crafted and properly justified, emergency processing can often be completed in a matter of days.

In short, fast-track approval is possible, but only if you approach it with clarity, preparation, and an understanding of the human element involved in the decision-making process.

Key Points to Remember

• • Emergency special permits don’t exist as a separate category—you’re applying for a standard permit with a request for expedited review.
  
• • You must clearly justify why emergency processing is necessary—based on safety, national security, or economic hardship.
  
• • Before applying, check if an existing permit could meet your needs via party status.
  
• • Make your application compelling and straightforward. Anticipate questions and offer context.
  
• • Follow up directly with DOT staff—don’t rely on paperwork alone.
  
• • If approved, immediately train your employees to ensure full compliance with the permit terms and document the training.
  

Emergency situations demand urgency, but also responsibility. Companies that take the time to understand the process and communicate effectively are far more likely to get the approvals they need—when they need them.