A driver qualification file is a required collection of documents that proves a commercial driver is legally fit and safe to operate a vehicle. It includes employment records, driving history, a valid medical examiner’s certificate, and more.
Every motor carrier must maintain this file for each CDL (commercial driver’s license) or non-CDL driver who operates a commercial vehicle.
These files are reviewed during audits and inspections to check for compliance with federal regulations. Without them, companies risk fines and safety violations.
In this article, you’ll learn what goes in a qualification file, how to manage it, and why it matters for compliance and safety.
What Is a Driver Qualification File?
A driver qualification file is a legal record that proves a driver meets the safety and hiring standards set by the Federal Motor Carrier Safety Administration (FMCSA).
Every motor carrier must create this file before a driver starts operating a commercial motor vehicle. The file stays active for the entire time a driver works with the company and must remain up to date.
Companies use the file to verify a driver’s fitness, skill, and legal status. It covers both CDL and non-CDL drivers, including owner-operators. If a business hires drivers operating in interstate commerce, this file becomes even more important during audits or roadside inspections.
A complete qualification file confirms that the driver:
- Holds a valid driver’s license or CDL
- Has a current medical examiner’s certificate
- Passed a road test or submitted a road test certificate
- Submitted a signed employment application
- Passed a pre-employment drug test if required
- Has a clean motor vehicle record
- Cleared checks with previous employers
Companies that skip or mishandle DQ files risk major penalties and safety violations.
What’s Included in a Driver Qualification File?
Every driver qualification file must contain specific documents to show that a driver is legally approved and medically fit to operate a commercial motor vehicle.
These records help a motor carrier confirm that each CDL or non-CDL driver meets all safety and hiring standards. Below is a breakdown of what the file must include to stay fully compliant with FMCSA rules.
Employment Application
A signed employment application gives the motor carrier a full view of the driver’s background before hiring. It acts as the first step in showing the driver is qualified to operate a commercial vehicle under FMCSA rules.
For CDL drivers, the file must include ten years of complete employment history. For non-CDL drivers, the minimum is three years. Every gap in employment must be explained.
The application must include:
- Full legal name, home address, and date of birth
- Social Security number
- History of all driving jobs
- Contact details for each past employer
- List of any accidents or traffic convictions
- Driving experience by vehicle type
- Signature and date confirming all info is true
This document helps companies spot any gaps, safety issues, or inconsistencies. It also supports follow-up with previous employers to confirm the driver’s work record and behavior behind the wheel.
Medical Examiner’s Certificate
A valid medical examiner’s certificate shows the driver is physically fit to operate a commercial motor vehicle. Before hiring, the company should confirm that the driver has passed a full DOT physical exam.
A licensed medical examiner, listed on the National Registry, must perform the exam. The certificate must stay in the driver’s file at all times.
Each certificate must include:
- Examiner’s full name, address, and ID from the National Registry
- Date of exam and expiration
- The driver’s name and license number
- Any restrictions, such as eyeglasses or hearing aids
- Confirmation that the driver meets all DOT health standards
Medical exams usually expire after two years, but some drivers may need more frequent checks based on their health conditions. If the certificate expires, the driver must stop driving until they submit a new, valid form.
Copy of Driver’s License
A legible copy of the driver’s license belongs in every driver’s file. It proves that the driver is legally allowed to operate the type of vehicle assigned.
For larger or more complex trucks, a CDL is required. Drivers without a CDL may still need special endorsements, depending on the vehicle’s design.
The copy must show:
- Full name and address
- License number and expiration date
- State of issue
- Endorsements and restrictions
- License class (A, B, or C for CDL drivers)
Whenever a driver renews or updates their license, the carrier must add a new copy to the file to keep it ready for a roadside assessment or FMCSA audit.
Road Test Certificate
Every new hire must show proof of road skills. A company can either conduct a road test or accept a road test certificate from a prior employer or motor carrier.
The certificate must include:
- The driver’s name and date of test
- Vehicle type used during the test
- Road skills observed (e.g., backing, turning, braking)
- Name and signature of the tester
- Notes on performance and results of the test
Without this proof, the driver may not legally operate under FMCSA rules. Companies should store this form and other required documents in the driver’s DQ file.
Motor Vehicle Records
The motor vehicle record (MVR) shows a complete driving record from each state where the driver held a license over the past three years. It records violations, suspensions, and crash reports. Reviewing it helps companies confirm that the driver has a clean safety history.
What to include in the file:
- Official MVRs from every state where the driver held a license
- Date each record was requested
- Any issues found (DUIs, reckless driving, suspensions)
- Copies of each driver’s MVR
FMCSA requires that employers request the MVR before hiring and review it again each year for an annual review. Keeping the record current shows that the company hires qualified drivers who can safely handle a motor vehicle.
Clearinghouse Verification
Every motor carrier that hires CDL drivers must use the FMCSA Drug and Alcohol Clearinghouse to check if a driver has any testing violations. These checks help confirm that a commercial driver hasn’t failed or refused a drug test or violated any rules that would prevent them from driving.
Each DQ file should include:
- Clearinghouse pre-employment query results
- Records of annual queries
- Dates of each search
- Documentation of no violations or actions taken
Maintaining these records supports compliance with DOT regulations and shows the business takes safety seriously.
Annual Driving Record Review
FMCSA rules require carriers to review the driver’s MVR every 12 months. It makes sure the driver’s record remains clean and that the individual stays qualified to operate a DOT-regulated commercial vehicle.
The company must review the MVR, document its findings, and store the review with the following records in the DQ file.
Include in the file:
- MVR copy from each state where the driver held a license
- Signed review form stating the driver remains qualified
- Name and title of the person who conducted the review
- Date of review and any follow-up notes
The annual review confirms the company is monitoring risk and staying fully compliant.
Pre-Employment Drug and Alcohol Test Results
Before hiring, companies should verify that each CDL driver passed a pre-employment drug test. While FMCSA doesn’t require the result to stay in the driver file, many carriers keep it in place for reference and recordkeeping.
Recommended documents:
- Final test result form
- Collection date and lab details
- Chain-of-custody paperwork
Adding this information strengthens the file and shows the driver started on the right foot.
Drug and Alcohol Testing Program
Each trucking company should follow a DOT-regulated drug and alcohol testing policy. While the full program doesn’t need to live in the file, parts of it can be added to show the driver is active in a random testing pool.
Optional contents:
- Enrollment confirmation signed by the driver
- Start date of coverage
- Contact details for the testing provider
It supports full audit readiness and reflects the company’s safety process.
Previous Employer Requests and Responses
Carriers must contact previous employers to verify a driver’s past three years of work. These checks confirm employment, accident history, and driver employment history related to drug and alcohol issues. The requests and responses should be stored in the driver’s application file section.
Include in the file:
- Copies of each request sent
- Responses received and reviewed
- Notes if no response came back after the follow-up
- Sign-off by the reviewer
These contacts help confirm that the applicant meets FMCSA hiring standards.
How to Maintain Compliance With Driver Qualification Files
Carriers that hire interstate drivers, including CMV drivers who transport hazardous materials, should follow strict FMCSA rules. Keeping each DQ file complete is part of doing business in the trucking industry.
Missing documents or outdated records can trigger fines, delays, or an FMCSA audit. The goal is to document that each driver is legally qualified, medically cleared, and ready to safely operate a commercial vehicle.
Use the checklist below to stay compliant:
- Track deadlines – Log expiration dates for the medical examiner’s certificate, driver’s license, annual driver’s certification, and MVR reviews.
- Verify license and endorsements – Make sure the driver holds the correct class of license for the gross vehicle weight rating, endorsements for hazardous materials, and meets gross combination weight rating thresholds.
- Review MVRs annually – Conduct a review of the driver’s MVR and confirm the driver still meets qualification standards.
- Keep files updated – Add new records promptly, such as updated road test certificates or Clearinghouse checks.
- Log contact information – Document examiner credentials, USDOT number, and program details for drug and alcohol testing.
- Use digital tools – File management software makes it easier to avoid missed deadlines or lost documents.
What Happens if You Don’t Maintain a DQ File?
Neglecting your DQ files can lead to major legal, financial, and operational setbacks. FMCSA expects every carrier to maintain complete and accurate records for each driver. When those files are missing or outdated, the risks go far beyond paperwork.
Here’s what can happen:
- Hefty fines – FMCSA may issue penalties of up to $1,500 per day for every violation tied to missing or incomplete files.
- DOT investigations – If selected for a DOT audit and your records don’t meet standards, your business could face temporary shutdowns or loss of operating authority.
- Higher insurance costs – Insurance providers view poor recordkeeping as a safety risk. Missing documents can result in premium hikes or denied coverage.
- Legal trouble – If a driver gets into an accident and the required documents aren’t on file, the company could face lawsuits, added liability, or claims that might not hold up in court.
Take Control of Every Compliance Detail With EHS Momentum
Keeping DQ files complete and current can feel overwhelming. Miss one update, and your company risks fines, audits, or worse. EHS Momentum simplifies this process with MyMomentum, a mobile-first platform built for real-world compliance.
How MyMomentum helps:
- Tracks deadlines for MVRs, licenses, and medical exams
- Flags missing documents automatically
- Centralizes all driver records in one system
- Sends reminders before key items expire
- Prepares you for audits with organized, accessible files
- Saves time with easy document uploads and updates
- Improves team accountability across locations
Instead of chasing paperwork, you’ll stay ready, accurate, and protected. Book a demo to see how MyMomentum keeps your compliance under control.
FAQs About What Is a Driver Qualification File?
How to make a driver qualification file?
Gather required documents, including the driver’s application, MVR, medical examiner’s certificate, road test certificate, driver’s license copy, Clearinghouse query, and employment verifications. Organize them in a physical or digital file and keep them current.
What is a FMCSA driver qualification file?
It’s a file required by the FMCSA that contains records proving a driver is legally and medically qualified to operate a commercial vehicle.
Do owner-operators need a driver qualification file?
Yes. Owner-operators must maintain a DQ file that meets the same FMCSA requirements as any other driver.
How much is a driver qualification file?
There’s no fixed cost, but creating and managing one may involve fees for MVRs, drug and alcohol tests, physical exams, and compliance software. Most companies spend $100 to $300 per file, depending on the services used.
