The Driver Qualification File (DQF) checklist is a comprehensive document outlining all the necessary components required by the Federal Motor Carrier Safety Administration (FMCSA) for each driver in a commercial motor carrier's fleet as outlined in 49 CFR 391 Subpart F. It serves as a guide for carriers to ensure they have all the required documentation and records in place to demonstrate that their drivers are qualified to operate commercial vehicles safely and legally. The checklist includes items such as the driver's employment application, safety performance history, medical examination certificate, road test certificate, drug and alcohol testing records, and more. Following this checklist helps carriers maintain compliance with FMCSA regulations and avoid penalties during safety audits. Understanding the specific requirements can often be a challenge for motor carriers, so we've assembled a cheat sheet to help you better understand what's required, the collection frequency, retention requirements, and links to the specific regulation(s).
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Annual MVR Inquiry
Regulation(s): 49 CFR 391.25 (a) and (c)
Description: Motor carriers must obtain MVRs from each state in which a driver held a commercial motor vehicle operator's license or permit during the previous 12 months.
Collection Frequency: Yearly
Retention: Life of employment + 3 years after termination
Annual MVR Review
Regulation(s): 49 CFR 391.25 (c) (2)
Description: At least once every 12 months, the carrier must collect a current motor vehicle
record (MVR) from the State issuing a driver's license and review the MVR to
determine whether the driver still meets the minimum requirements for safe driving
and to confirm they are not disqualified pursuant to 49 CFR 391.15. A note including
the name of the person who performed this review and the date must be retained
in the file with the MVR.
Collection Frequency: Yearly
Retention: Life of employment + 3 years after termination
Medical Examiner's Certificate – (also known as Med Card)
Regulation(s): 449 CFR 391.43
Description: All commercial drivers are required to pass a physical exam conducted by a licensed medical examiner at least once every 24 months. The carrier must retain a copy of this certificate. For CDL drivers; the carrier must retain a copy of the CDLIS motor vehicle record containing the examination information.
Collection Frequency: At least once every 24 months
Retention: 3 years from the date of execution
Certified Medical Examiner
Regulation(s): Non-CDL drivers:49 CFR 391.51(b)(8)(i); CDL drivers:49 CFR 391.51(b)(8)(ii)
Description: A note must be included in the driver’s qualification file to verify that the medical examiner is listed on the National Registry of Certified Medical Examiners.
Collection Frequency: Each time a driver completes a physical, an updated Medical Examiner's Certificate is received.
Retention: 3 years from the date of execution
Driver Application
Description: A driver must not drive a commercial motor vehicle unless an application for employment is completed and signed.
Regulation(s): 49 CFR 391.21
Collection Frequency: Once during the hiring process
Retention: Life of employment + 3 years after termination
Driver's Road Test Certificate or Equivalent
Description: Drivers must not drive a commercial motor vehicle until they have completed a road test and are issued a certificate. As an equivalent to the driver's road test certificate, a motor carrier may accept and retain a copy of the driver's valid CDL or a copy of the driver's valid road test certificate (issued within the past three years). **This does not apply to double, triple, or tank vehicles or drivers using the Alt Vision Std for the first time.
Regulation(s): 49 CFR 391.31 Road Test Equivalent: 49 CFR 391.33
Collection Frequency: Once during the hiring process
Retention: Life of employment + 3 years after termination
Inquiry to Previous Employers: Safety Performance History Records Request
Description: An inquiry to obtain the MVRs for each state where a driver has held a motor vehicle operator's license or permit during the preceding 3 years. Requests must be made within 30 days of the date the driver's employment begins.
Regulation(s): 49 CFR 391.23(a)(1)and(b)
Collection Frequency: Once during the hiring process
Retention: Life of employment + 3 years after termination
Safety Performance History Records Request: Driver Correction or Rebuttal (if applicable)
Description: Carriers must maintain a record of both the request for a driver’s safety performance history and any related documentation, for example, if a driver documents that the information in the history is inaccurate.
Regulation(s): 49 CFR 391.23(i)(2); 49 CFR 391.23(j)(3))
Collection Frequency: Once within 30 days of the date employment begins
Retention: 3 years from date of execution
Inquiry To State Agencies for 3-Year Driving Record
Description: Carriers must contact state agencies for the driver’s MVR for the past three years. Requests must be made within 30 days of hire. MVR must be kept in the driver’s personnel file and updated annually.
Regulation(s): 49 CFR 391.23(a)(1)and(b)
Collection Frequency: Once during the hiring process
Retention: Life of employment + 3 years after termination
Pre-Employment Drug and Alcohol Documents
Description: No employer shall allow a driver, whom the employer intends to hire or use, to perform safety-sensitive functions unless the employer has received a controlled substances test result from a Medical Review Officer (MRO) or a Consortium/Third Party Administrator (C/TPA) indicating a verified negative test result for that driver.
Regulation(s): 49 CFR 382.301
Collection Frequency: Once during the hiring process
Retention: Life of employment + 3 years after termination
LCV Certificate
Description: A driver must not operate an LCV unless the driver can produce an LCV Driver Training Certificate or an LCV Driver Training Certificate of Grandfathering.
Regulation(s): 49 CFR 380.401; 49 CFR 380.111
Collection Frequency: Once during the hiring process
Retention: Life of employment + 3 years after termination
Skill Performance Certificate
Title: Skill Performance Evaluation Certificate
Description: The Skill Performance Evaluation program is for CMV drivers who drive in interstate commerce. The SPE certification allows drivers with missing or impaired limbs to drive CMVs across state lines if they have been fitted with (and are wearing) the right prosthetic device, and the driver can demonstrate the ability to drive the truck safely by completing on- and off-road activities. If the driver passes the driving test, they will receive an SPE certificate.
Regulation(s): 49 CFR 391.49
Collection Frequency: Once during the hiring process
Retention: 3 years from the date of execution
