Guides · DOT compliance
The Driver Qualification File (DQF) Checklist
Every document FMCSA expects in a DQF, organized in the order an auditor will ask for them. Use this as a self-audit before your next DOT review.
What is a Driver Qualification File?
A Driver Qualification File (DQF) is the set of records FMCSA requires every motor carrier to keep for each commercial driver they employ. It proves the driver is legally qualified to operate a commercial motor vehicle under 49 CFR Part 391. Auditors will ask for it during compliance reviews, new entrant audits, and after accidents — and missing documents are one of the most common (and most expensive) DOT violations.
1. Driver application for employment
- Completed driver application (FMCSR §391.21) — name, address history (3 yrs), employment history (10 yrs)
- Reason for leaving each prior driving job
- Accidents and traffic convictions in the past 3 years
- List of all motor vehicle licenses held in the past 3 years
- Signed driver certification of application
2. Commercial Driver's License (CDL)
- Copy of current CDL with all required endorsements (H, N, P, S, T, X)
- License class matches the vehicle being operated (Class A / B / C)
- Expiration date tracked with 30/60/90-day alerts
- State of issue and CDL number recorded
3. Medical Examiner's Certificate (Med Card)
- DOT medical card from a certified Medical Examiner on the National Registry
- Current within 24 months (or shorter if examiner specifies)
- Long-form medical examination report (MCSA-5875) on file
- Self-certification of driver type (non-excepted interstate, etc.)
4. Motor Vehicle Record (MVR)
- Pre-employment MVR from every state the driver was licensed in (past 3 yrs)
- Annual MVR review (FMCSR §391.25) signed and dated
- Documented review of driver's driving record
5. Road test and certification
- Road test administered in the type of vehicle the driver will operate
- Road test form (FMCSR §391.31) signed by the examiner
- Road test certificate issued to the driver
- Equivalent: copy of valid CDL accepted in lieu of road test
6. Previous employer safety performance history
- Investigation of previous DOT-regulated employers (past 3 yrs) per §391.23
- General employment verification
- Accident history and drug & alcohol testing history requested in writing
- Documentation of good-faith efforts when no response received
7. Drug & alcohol testing records
- Pre-employment DOT drug test (negative) on file
- Clearinghouse query (full pre-employment + annual limited)
- Random testing pool enrollment confirmation
- Post-accident and reasonable-suspicion test records when applicable
8. Entry-level driver training (ELDT)
- ELDT certificate for drivers obtaining a Class A/B CDL or new endorsement after Feb 7, 2022
- Training provider listed on the FMCSA Training Provider Registry
9. Annual review of driving record
- Signed annual review (§391.25) documenting fitness to continue driving
- Review covers violations, accidents, and license status
10. Ongoing recordkeeping
- DQF retained for the full period of employment plus 3 years
- Investigation files retained for 3 years from date of inquiry
- Drug & alcohol records retained per §382.401 (1–5 years depending on result)
How CompliWorx automates the DQF
- Per-driver checklist auto-generated from role — nothing gets missed.
- Expiration alerts at 90/60/30/14/7 days for CDL, med card, and MVR.
- Drivers upload docs from their phone — less chasing, fewer renewals missed.
- One-click DOT audit report — CSV export auditors actually accept.
This checklist summarizes 49 CFR Part 391 in plain English. It is not legal advice — consult FMCSA regulations or your safety counsel for your specific operation.