Driver Qualification File Checklist

Use this Driver Qualification File Checklist to audit DQF records for employment history, MVRs, medical certificates, clearinghouse queries, and retention rules.

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Transport & Automotive
Driver Qualification File Checklist

Application And Employment History

Driving Record And Licensing

Medical Qualification

Drug And Alcohol Compliance

Training And Road Test

File Maintenance And Retention

Checklist by GoAudits.com – Please note that this checklist is intended as an example. We do not guarantee compliance with the laws applicable to your territory or industry. You should seek professional advice to determine how this checklist should be adapted to your workplace or jurisdiction.

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Driver Qualification File Checklist

Use this Driver Qualification File Checklist to audit DQF records for employment history, MVRs, medical certificates, clearinghouse queries, and retention rules.

1. A completed employment application meeting FMCSA requirements is on file

2. The application lists all employers for the preceding three years

3. Safety performance history was requested from every DOT-regulated employer from the past three years

4. Responses from previous employers are documented, including non-responses and follow-up attempts

5. The driver has signed the application and all required certifications

1. Motor vehicle records were obtained from every licensing authority that licensed the driver in the past three years

2. The initial motor vehicle record inquiry was made within 30 days of employment starting

3. An annual review of the driving record has been completed within the past 12 months

4. The reviewer's note records the determination that the driver remains qualified

5. A copy of the driver's current commercial driver's license is on file and unexpired

1. A current Medical Examiner's Certificate is on file and has not expired

2. The medical examiner was verified as listed on the National Registry of Certified Medical Examiners

3. Any medical variance, exemption, or skill performance evaluation certificate is on file and current

4. Expiring medical certificates are tracked with advance notice before the expiration date

5. Medical records are stored separately from the general qualification file

1. A pre-employment controlled substances test result is on file and was negative

2. A pre-employment full Clearinghouse query was completed before the driver performed safety-sensitive functions

3. A limited Clearinghouse query has been completed within the past 12 months

4. The driver's written consent for limited Clearinghouse queries is on file and current

5. Drug and alcohol testing records are stored separately with access restricted to authorized staff

1. A road test certificate is on file, or an accepted CDL is retained in its place

2. Entry-level driver training completion is verified through the Training Provider Registry where applicable

3. Endorsement-specific training records are on file where the driver's duties require them

4. The driver has received and acknowledged the carrier's safety policies

1. One qualification file is maintained per driver with a named owner responsible for upkeep

2. Files are retained for three years after the driver leaves the position

3. Missing or expiring documents are tracked on a review schedule with assigned follow-up

4. Files are stored securely with access limited to authorized personnel

5. Each file has been reviewed for completeness within the past 12 months