Driver Qualification File Checklist

49 CFR 391 explains the minimum requirements for commercial motor vehicle drivers. Motor carriers are required to
maintain a qualification file for each of their drivers. The following checklist will help you ensure that each driver
qualification file is complete.

Must Retain
 Form/Inquiry/Note to Include
Document For
Inquiry To State Agencies for Driving Record – Annual — 49 CFR 391.25 (a) and (c) 3 years from date
Motor carriers must contact State agencies annually for an updated copy of each driver’s of execution
MVR.

Review of Driving Record – Annual — 49 CFR 391.25 (c) (2) 3 years from date
At least once every 12 months, the carrier must collect a current motor vehicle record (MVR) of execution
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.

Driver’s Certification of Violations – Annual — 49 CFR 391.27

3 years from date

Medical Examination Report and Medical Examiner’s Certificate — 49 CFR 391.43 3 years from date
All commercial drivers are required to pass a physical exam conducted by a licensed medical of execution
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, which contains
the examination information.

Employer note verifying that medical examiner is listed on National Registry of 3 years from date
Certified Medical Examiners — Non-CDL drivers: 49 CFR 391.51(b)(9)(i)); CDL drivers: 49 of execution
CFR 391.51(b)(9)(ii))
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.
Driver’s Application for Employment — 49 CFR 391.21 Life of
A driver must not drive a CMV unless an application for employment is completed and signed. employment + 3
years after
Initial DQ File Documents

termination
Driver’s Road Test Certificate or Equivalent* — 49 CFR 391.31(e) Life of
A person must not drive a commercial motor vehicle until he/she has successfully completed a employment + 3
road test and has been issued a certificate. years after
termination
Inquiry to Previous Employers: Safety Performance History Records Request — 49 Life of
CFR 391.23(a)(1)and(b) employment + 3
Carriers must investigate the driver's employment record during the preceding three years. years after
This investigation must be completed within 30 days of the date employment begins. Carrier termination
must retain a record of the request and all response documentation.

1
rev. July 2017
 Must Retain
 Form/Inquiry/Note to Include
Document For
Safety Performance History Records: Driver Correction or Rebuttal (if applicable) — 49 Life of
CFR 391.23(i)(2) and 49 CFR 391.23(j)(3)) employment + 3
years after
Carriers must maintain a record of both the request for a driver’s safety performance history
termination
and any related documentation, for example if a driver documents that information in the
history is inaccurate.

Inquiry To State Agencies for 3-Year Driving Record — 49 CFR 391.23(a)(1)and(b) Life of
Carriers must contact State agencies for the driver’s MVR for the past three years. Request employment + 3
must be made within 30 days of hire. MVR must be kept in the driver’s personnel file, and years after
updated annually. See “Review of Driving Record” entry above. termination

Pre-Employment Drug and Alcohol Documents — 49 CFR 40.25(j); 49 CFR 382.301 See Controlled
Employers must ask potential employees if they have tested positive or refused to test, on any Substances and
pre-employment drug or alcohol test within the past three years. If the potential employee Alcohol chapter
admits to having a positive test or refused to test, that individual must not perform safety- for recordkeeping
sensitive functions until the successful completion of the return-to-duty process. requirements.
Documentation demonstrating completion of return-to-duty process must be retained in the
driver qualification file.

The following additional documents are only required for certain types of drivers, or in specific situations.
Entry-Level Driver Training Certificate — 49 CFR 380.509(b) 3 years from date
All CDL drivers with less than one year experience must provide this certificate. of execution

Longer Combination Vehicle (LCV) Driver Training Certificate — 49 CFR 380.401 Life of
Initial DQ File Documents

A driver must not operate an LCV unless the driver can produce an LCV Driver Training employment + 3
Certificate or an LCV Driver Training Certificate of Grandfathering. years after
termination
Longer Combination Vehicle (LCV) Certificate of Grandfathering — 49 CFR 380.111 Life of
employment + 3
years after
termination
Multiple-Employer Drivers — 49 CFR 391.63 Life of
employment + 3
years after
termination
Skill Performance Evaluation Certificate — 49 CFR 391.49 3 years from date
of execution

2
rev. July 2017