Driver Qualification File Checklist

The following documents are to be included in a DQ file for duration of employment:

– Driver-specific application for employment (§391.21);

– Original Motor vehicle record (MVR) requested from states within 30 days of hire (§391.23);

– Road test or road test exception:

– Road test form and certificate conducted by your motor carrier (§391.31(g)), or

– Road test certificate conducted by another motor carrier within the past 3 years (§391.33(a)(2)), or

– Photocopy of a CDL accepted in lieu of road test – not applicable if hired to operate doubles, triples, or tankers. (Note: No subsequent copies of license renewals required.) (§391.33(a)(1));

– Background investigations (§391.23):

– Drivers hired before October 30, 2004: General employment verifications sent to all former employers for the 3 years prior to the application date or a record of a good faith effort; or

– Drivers hired on or after October 30, 2004: Safety Performance History data from all former DOT-regulated employers for the 3 years prior to the application date or a record of a good faith effort. This form must be maintained in accordance with §391.53 (secured, limited access) and may be in a separate Driver Investigation History File; and if applicable, any driver rebuttals to the Safety Performance History data and responses to the rebuttals from the former DOT-regulated employers.

The following documents are to be included in the DQ file for three years from date of execution:

Medical certification (§391.43(g)):

– Medical exam certificate, original or a copy, for all non-CDL drivers; or

– Medical exam certificate, original or a copy, for CDL drivers whose states have not adopted the rules linking the CDL with the medical examination; or

– Current MVR from the state showing medical qualification for CDL drivers whose states have adopted the rules linking the CDL with the medical examination.

– If applicable, any letter granting a waiver of a physical disqualification (§391.49(j));

– Annual motor vehicle record (§391.25);

– Annual review of driving record (§391.25); and

– Annual list of violations (§391.27).

The DQ file and Driver Investigation History file are retained for 3 years after a driver leaves your employment.

The following documents are also required and kept in the DQ file, but are not applicable to all drivers:

– Longer Combination Vehicle (LCV) Driver-Training Certificate (§380.401); and

– Entry-level driver training certificate (§380.509(b)).

Multiple Employer Driver

A DQ file for a driver meeting the multiple employer driver definition and employed under the rules in §391.63 must include:

– Medical certification (§391.43(g)):

– Medical exam certificate, original or a copy, for all non-CDL drivers; or

– Medical exam certificate, original or a copy, for CDL drivers whose states have not adopted the rules linking the CDL with the medical examination; or

– Current MVR from the state showing medical qualification for CDL drivers whose states have adopted the rules linking the CDL with the medical examination.

– Road test form and certificate (§391.31(g)), or a photocopy of a CDL or certificate accepted in lieu of road test (§391.33),

– Driver’s name and Social Security number, and

– Identification number, type, and issuing state of motor vehicle operator’s license. This recordkeeping is retained for duration of employment, plus 3 years after employment ceases.

Driver Borrowed From Another Motor Carrier

For drivers who meet the criteria set forth in §391.65(a)(1), a motor carrier may accept:

– A certificate, completed by both the driver and primary employing motor carrier that meets the prescribed format in §391.65(a)(2) (Note: Motor carriers must verify the certificate’s validity via phone, letter, or in person.)