Driver Qualification File Checklist

A completed employment application meeting FMCSA requirements is on file

The application lists all employers for the preceding three years

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

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

The driver has signed the application and all required certifications

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

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

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

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

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

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

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

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

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

Medical records are stored separately from the general qualification file

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

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

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

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

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

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

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

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

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

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

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

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

Files are stored securely with access limited to authorized personnel

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