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Driver qualification file checklist

Every CMV driver needs a driver qualification (DQ) file. Missing items are among the most common audit violations, and they multiply with every driver you hire.

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Collect at hire

  • Completed employment application
  • Motor vehicle record from each state the driver held a license in the last 3 years
  • Road test certificate, or an accepted equivalent such as a valid CDL
  • Medical examiner's certificate, verified against the National Registry
  • Safety performance history requests to DOT employers from the last 3 years
  • Pre-employment full query in the FMCSA Drug and Alcohol Clearinghouse

Keep current

  • Annual motor vehicle record review for every driver
  • Annual limited Clearinghouse query
  • New medical certificate before the old one expires

How long to keep it

Keep the DQ file for as long as the driver works for you and for three years after they leave. Some items, like older MVRs, can be removed after three years.

MyDotCheck is an independent service and is not affiliated with, endorsed by, or part of the U.S. Department of Transportation or FMCSA. Data comes from public FMCSA datasets and may lag official records by a day or more. Government filings can be made directly with FMCSA at no charge.

DQ file checklist questions

Yes. FMCSA allows electronic records as long as you can produce them during an audit.

Missing or expired medical certificates and missing annual MVR reviews.