Effective DQF Management is critical to your safety and DOT compliance programs – Imagine a driver-qualification file that isn’t just a folder of records tucked away for the next audit, but a dynamic, live document working for you: protecting your fleet, reducing risk, and strengthening your business’s foundation.
At My Safety Manager, we believe managing DQF compliance isn’t a checkbox exercise—it’s a strategic asset that keeps your trucks rolling, your drivers safe, and regulators satisfied. Let’s explore how turning passive files into active tools transforms compliance from burden to advantage.
If you’re interested in learning how to hire truck drivers the right way, then DQF management success is within reach. But remember, this is not a “set it and forget it” process!
Check out this quick video to learn the basics of what’s required in a Driver Qualification File (DQF):
Although truckers driver qualification files don’t require constant attention, there are certain things that a trucking company must do to ensure that their CDL drivers remain qualified to drive for them after they are hired.
We’ll outline each of these processes and offer some helpful suggestions and tips to make driver qualification a bit smoother for you.
Having a solid qualification process in place will also make any New Entrant Safety Audit or DOT compliance Review much easier and more successful!
DQF Management: Annual MVR
Each year, motor carriers are required to obtain an updated Motor Vehicle Record (MVR) for every driver and review it to confirm that the driver remains qualified to operate a commercial motor vehicle. The MVR review must be documented and signed, showing that the carrier evaluated the driver’s driving record and determined they are still qualified.
You must retain a copy of the annual MVR, along with the signed Annual Driver Review documentation, in the driver’s qualification file.
While an FMCSA Pre-Employment Screening Program (PSP) report is not required for the annual review, it is highly recommended during the hiring process. A PSP report provides additional insights into a driver’s roadside inspection and crash history, helping carriers make more informed hiring decisions.
Pro Tip:
Enroll all of your drivers in an ongoing driver monitoring program like Embark Safety. This will help alert you to any new violations or license suspensions.
You will want to provide expiration tracking reminders around each driver’s MVR expiration. We recommend setting up a reminder to be sent out 14 days prior to expiration.
Collecting Annual Driver Certifications
As part of your annual DQF review process, carriers must obtain an updated Motor Vehicle Record (MVR) for each driver and review it to confirm the driver is still qualified to operate a CMV.
While the FMCSA no longer requires drivers to submit an annual list of violations if the carrier obtains the MVR, most fleets continue using the Annual Driver Certification of Violations as a best practice to document the review and maintain clean audit trails.
This form should be kept in the Driver Qualification File, and we recommend setting automated reminders at least 14 days before expiration so nothing falls through the cracks. Feel free to use these sample Annual Driver Certification forms in your business!
Annual Driver Certification-Driver
Annual Driver Certification-Company
Conducting Annual DOT Clearinghouse Queries
A new annual Limited Clearinghouse query must be conducted for each driver at least once every 12 months from the date of their last query. For example, if a driver is hired on August 1, 2023, you must run a Full Clearinghouse Query before they begin operating a CMV. You would then need to complete a Limited Annual Clearinghouse Query for that driver no later than August 1, 2024.
Although all Clearinghouse queries remain stored in the FMCSA system, it’s a best practice to keep proof of each query in the driver’s DQF—whether printed or saved digitally—and set reminders to prevent missed deadlines. We recommend setting a reminder 14 days before the annual query is due to stay audit-ready and maintain compliance.
Inspectors are now screening for Drug and Alcohol Clearinghouse compliance during roadside inspections and not being compliant here can cause an immediate violation or even an out of service order!
Pro Tip:
Complete your Annual MVR Certifications and DACH Queries at the same time to improve consistency.
DQF Management: CDL Expirations
A Commercial Driver’s License (CDL) generally expires every 5 to 8 years, depending on the state.
When initially bringing a new driver on, be sure to verify if their CDL is a non-domiciled CDL as this could create serious issues.
When a driver renews their CDL, a copy of the updated license must be added to that driver’s DQF to maintain a complete and compliant file.
Just like with MVR monitoring, CDL expiration dates should be tracked proactively so there are no surprises during roadside inspections or audits. An expired CDL will result in an automatic Out-of-Service violation for the driver and can lead to violations for the carrier as well.
To prevent this, we recommend setting automated reminders for CDL expirations at 45 days prior, 14 days prior, and on the expiration date to ensure renewals are completed on time and properly documented.
DQF Management: Medical Certificate Expirations
A CDL driver’s Medical Certificate typically expires within 1 to 2 years of being issued, so these expirations come up much more often.
Once a medical certificate expires, the driver has to go and have a complete DOT physical conducted by a qualified medical provider in order to obtain a new medical certificate.
Once that new certificate is issued, the driver has to submit it to their State Department of Motor Vehicles.
Here is a list of how to do that for each State
Within 14 days of the new medical certificate being issued, the FMCSA requires you to obtain a new MVR for that driver to ensure that their medical certificate is being correctly displayed on the driver’s MVR.
Some extra attention in this area will go far in keeping your driver’s rolling. We’ve had a handful of clients that have had their drivers stranded after a roadside inspection with a new out of service order. Don’t let this happen to you!
Previously, a motor carrier had to also verify that the driver’s medical examiner is qualified by visiting the National Association of Certified Medical Examiner’s (NRCME) Website. As of June 2025, this is no longer the case. But, do keep the proof that you completed this step in all DQFs that were created prior to this new change.
You need to retain the driver’s new medical certificate as part of each driver’s DQF and provide expiration tracking reminders as well. Like with CDL expirations, we recommend reminders being set at 45 days, 14 days prior to and at expiration. Here is what an example NRCME verification looks like.
As you can see, there are some important steps that you must take in order to ensure that you drivers remain qualified to drive for you once they are hired. Using a calendar app or some other software to help out with this is HIGHLY recommended!
If you’re looking for fast, free and easy? Set up a spreadsheet in Google Sheets and add the “Add Reminders” extension.
You can make columns for each category (MVR, Annual Review, DACH, CDL, Medical Certificate and NRCME and list each of your drivers on the rows. Simply input the date of the current document on file for each driver. Click on the Add Reminders extension and set up a reminder for each category. The system will automatically email you when the reminder comes due for each driver.
Driver Qualification File (DQF) FAQ
What is a DQF and why is it important?
A DQF (Driver Qualification File) is a mandatory FMCSA-required record that proves a driver is fully qualified to operate a commercial motor vehicle. It protects your company during audits, reduces liability in crashes, and shows insurance carriers that you maintain a strong safety and compliance program.
What documents must be included in a DQF?
At minimum, a DQF must include a completed employment application, MVRs, previous employer safety history inquiries, medical certificate, road test or CDL equivalent, driver’s license copy, safety performance history, and annual MVR reviews. Additional documents may be needed depending on your fleet and driver type.
How often should a DQF be updated?
A DQF is not a “one-and-done” file. It must be maintained continuously. At a minimum, fleets must run and document an annual MVR review, update medical certificates before they expire, and record ongoing safety or performance issues. Any change in driver status should be added immediately.
What is the most common DQF violation?
The most common DQF violation is missing or expired medical certificates, followed closely by incomplete prior employer checks and missing annual MVR reviews. These violations are easy to prevent with a structured compliance process or digital DQF management system.
Do owner-operators and ICs need a DQF?
Yes. Even if your drivers are independent contractors or owner-operators, FMCSA still requires the carrier to maintain a DQF for each driver operating under your DOT number. Driver type does not exempt you from qualification file requirements.
How long should DQF records be kept?
DQF records must be kept for the entire time a driver is employed and for at least three years after their employment ends. Certain documents, like MVR annual reviews and medical certifications, have shorter retention requirements, but they must remain easily accessible during that period.
What happens if my DQF is not compliant during an audit?
Non-compliant or incomplete DQF files can result in fines, audit failure, mandatory corrective action, and increased insurance scrutiny. In a crash or lawsuit, missing DQF documentation can significantly increase liability and harm your defense.
Should I use paper files or a digital DQF system?
Digital DQF systems reduce manual errors, send automated reminders before items expire, and provide faster documentation during audits. Paper files are allowed but carry higher risk of missing, outdated, or poorly organized information. Most fleets are switching to digital for accuracy, audit-readiness, and efficiency.
Can a DQF help lower my insurance rates?
Yes. Insurance carriers look closely at hiring practices, qualification records, driver fitness, and safety controls. A clean, well-maintained DQF program demonstrates lower risk, which can help reduce premiums and prevent audits from insurers.
Regulatory References
These are the primary FMCSA regulations and official programs that define Driver Qualification File (DQF) requirements and ongoing driver qualification management.
- 49 CFR Part 391 — Qualifications of Drivers
- 49 CFR § 391.51 — Contents of Driver Qualification Files and record retention
- 49 CFR § 391.23 — Investigation and inquiries (previous employer safety history)
- 49 CFR § 391.25 — Annual inquiry and review of driving record (annual MVR review)
- 49 CFR § 391.31 — Road test and certificate / CDL equivalent
- 49 CFR § 391.41 — Physical qualifications for drivers (medical fitness standards)
- 49 CFR Part 383 — Commercial Driver’s License Standards
- 49 CFR Part 382 Subpart G — FMCSA Drug & Alcohol Clearinghouse requirements
- National Registry of Certified Medical Examiners (NRCME) — Official FMCSA Registry
- FMCSA Pre-Employment Screening Program (PSP)
How We Can Help
My Safety Manager is a leading provider of fleet safety and trucking compliance services for fleets of all sizes. Our specialized safety management solutions help deliver results—safe drivers out on the road who are staying compliant with FMCSA regulations.
We work with you to create customized solutions that meet your unique needs, taking what’s typically far too much work off your plate so you have more time to grow your business.
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