If you’re running a trucking company, staying compliant with FMCSA regulations can feel overwhelming—especially when it comes to managing your driver qualification files (DQFs). But here’s the good news: you don’t have to do it alone.
In this guide, you’ll learn everything you need to know about setting up, organizing, and maintaining your driver qualification files—without the stress. It’s a great guide to help understand how to hire truck drivers whether you’re hiring a new driver or reviewing your current roster. We’ve got you covered with a complete driver qualification file checklist, compliance tips, and answers to common questions.
What Is a Driver Qualification File?
A driver qualification file is a collection of documents required by the Federal Motor Carrier Safety Administration (FMCSA) for each of your commercial drivers. Basically, it’s a compliance folder that proves your drivers are legally qualified to operate a commercial motor vehicle.
You must maintain a driver qualification file for every CDL driver you employ—even if they’re part-time, seasonal, or independent contractors. It’s also a great idea to keep one on all non-CDL drivers as well to help improve your risk management.
What’s Required in a Driver Qualification File?
Here’s a breakdown of what the FMCSA requires:
1. Employment Application
- Must include 10 years of employment history for CDL drivers
- Include explanations of any gaps in employment
2. Motor Vehicle Record (MVR)
- Initial MVR from each state where the driver held a license during the past 3 years
- Annual MVR updates
3. FMCSA Pre-Employment Screening Program (PSP) Report
- Not required, but highly recommended to evaluate reportable crash and inspection history
- A very worthwhile $10 investment in the new driver
4. Safety Performance History (SPH)
- You must request SPH from all DOT-regulated employers the driver worked for during the past 3 years. You can do this by calling, writing, faxing or emailing the prior carrier.
5. Medical Examiner’s Certificate
- From a certified NRCME medical examiner after completing a CDL physical examination.
- After June 2025, you’re not required to verify that the medical examiner is listed on the NRCME any longer.
- Keep only the DOT medical certificate in file. Retaining the long form could expose you to having to maintain HIPPA compliance due to the nature of the information.
- Note that major changes on how a driver’s MEC is issued, verified and carried in the summer of 2025. Check out this post “DOT Medical Certificates: 2025 Changes” for more information.
- Don’t assume that all medical certificates expire every 2 years. Many conditions (like sleep apnea or high blood pressure) could lead to a ME only providing a 1 year med cert.
6. Driver’s License Copy
- Current and valid CDL. (Be sure to verify if it is a non-domiciled CDL)
- This can also be used in lieu of a road test of the driver candidate
7. Drug and Alcohol Clearinghouse Query
- Pre-employment full DOT clearinghouse query-FMCSA requests permission for you to view the query.
- Annual limited DACH query-Driver provides you with permission via a signed form.
8. Annual Review of Driving Record
- You must order a new MVR for all active drivers at least every 365 days.
- Includes a note confirming the review and the reviewer’s signature. But, this doesn’t have to be signed by the driver any longer.
9. Driver’s Certification of Violations
- Must be updated annually
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Why Proper Driver Qualification File Management Matters
Getting DQFs right isn’t just about avoiding fines (though those can be steep). It’s about protecting your business, your insurance rates, and most importantly—your safety rating.
Improperly maintained Driver Qualification files can trigger FMCSA audits, hurt your CSA scores, and even lead to drivers being placed out of service.
How We Help You Stay Compliant
At My Safety Manager, we handle everything for you—from setup to ongoing maintenance. Here’s how we manage your driver qualification file compliance:
Pre-Hire Setup:
- Order MVRs and PSP reports
- Conduct full Drug and Alcohol Clearinghouse queries
- Verify NRCME medical certificates
- Request Safety Performance Histories
- Schedule and manage pre-employment drug tests
Ongoing Management:
- Reminders for CDL and medical card renewals
- Reorder MVRs when drivers renew medical certificates
- Conduct annual Clearinghouse queries
- Complete annual MVR reviews
- Maintain, audit, and update driver qualification files year-round
You don’t have to chase paperwork or risk falling out of compliance—we do the heavy lifting for you.
Driver Qualification File Checklist
Here’s a quick reference list to keep your DQ files audit-ready:
FAQs: Driver Qualification Files
Q: Do I need a DQ file for owner-operators or contractors?
Yes. If they operate under your authority, you’re responsible for maintaining their DQFs—even if they aren’t W-2 employees. If you’re running a single truck company, you still have to fully qualify yourself as well. Yes, you even have to complete a driver application!
Q: How long do I need to keep driver qualification files?
You must retain DQFs for the length of a driver’s employment and for 3 years after separation.
Q: What if a driver has multiple state licenses?
You’ll need to pull an MVR from each state the driver has been licensed in over the past 3 years. Driver candidates should list all licenses they have held over that period on their driver application. You can also check on their MVR to see if any additional licenses are listed there.
Q: Can I keep digital driver qualification files?
Absolutely! Driver qualification files can be kept electronically. The FMCSA allows digital records as long as they are secure, legible, and readily accessible for inspection.
Q: How often should I update the files?
Annually, at a minimum—but certain items like medical card renewals and FMCSA Drug and Alcohol Clearinghouse queries have their own timelines.
Final Thoughts
Keeping up with driver qualification file management doesn’t have to be a full-time job for you. When you partner with My Safety Manager, we help you build rock-solid DQFs, monitor compliance deadlines, and respond quickly to FMCSA updates.
Let us take care of your driver qualification files—so you can stay focused on growing your business and keeping your trucks rolling.
Need help with your driver qualification files? Contact us today to get started.
Regulatory References
These regulations and FMCSA programs govern what must be collected, reviewed, and retained in a compliant Driver Qualification File (DQF).
- 49 CFR Part 391 — Qualifications of Drivers (Driver Qualification Files)
- 49 CFR §391.11 — General driver qualification requirements
- 49 CFR §391.21 — Application for employment
- 49 CFR §391.23 — Investigation and inquiries (Safety Performance History)
- 49 CFR §391.25 — Annual inquiry and review of driving record (annual MVR)
- 49 CFR §391.31 — Road test and certificate (or equivalent)
- 49 CFR §§391.41–391.45 — Physical qualifications & medical examiner’s certificate
- 49 CFR §391.51 — Contents and retention of Driver Qualification Files
- 49 CFR §382.301 — Pre-employment controlled substances testing
- FMCSA Drug & Alcohol Clearinghouse (49 CFR §382.701) — Queries before hire and annually
- FMCSA Pre-Employment Screening Program (PSP)
About The Author
Sam Tucker is the founder of My Safety Manager, a DOT compliance and fleet safety consulting firm that helps trucking companies stay audit-ready and reduce risk. With over 20 years of experience guiding fleets through FMCSA regulations, CSA score improvement, and trucking risk management, Sam has worked with carriers of all sizes — from small family operations to over 900-unit fleets. He regularly publishes practical fleet safety tips, compliance checklists, and training resources to help carriers avoid costly DOT audit violations and operate more safely.
When he’s not helping fleets improve safety and compliance, Sam enjoys spending time with his family, cooking, and reading.
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