DOT FMCSA Driver Qualification File Requirements

**Stay Compliant. Stay Safe.**

If your business operates commercial motor vehicles (CMVs) and falls under the authority of the U.S. Department of Transportation (DOT) and the Federal Motor Carrier Safety Administration (FMCSA), maintaining proper Driver Qualification Files (DQFs) is not optional it's a legal requirement. At Accredited Drug Testing, we help you understand and meet these regulations so you can focus on running a safe, efficient fleet without the risk of non-compliance.

What Is a Driver Qualification File (DQF)

A Driver Qualification File is a record-keeping requirement set forth by the Federal Motor Carrier Safety Administration (FMCSA) under 49 CFR Part 391. It serves as documented proof that your drivers are qualified to operate CMVs and that your company follows proper hiring and monitoring practices.

Whether you're hiring new drivers or managing existing ones, each driver who operates a CMV with a **CDL (Commercial Driver’s License)** must have a complete and up-to-date DQF.

Who Needs a DQF?

A DQF is required for **every driver who operates a CMV** that:

• Has a **gross vehicle weight rating (GVWR)** or gross combination weight rating (GCWR) of **10,001 lbs. or more**, OR 
• Is designed to **transport 9 or more passengers** (including the driver) for compensation, OR 
• Is designed to **transport 16 or more passengers** (including the driver) not for compensation, OR 
• Is used to **transport hazardous materials** in quantities requiring placards.

What Must Be Included in a DQF?

Each DQF must include the following documents:

 ✅ Employment Application

• Must include driver’s employment history for the past 3 years (10 years for CDL holders).

✅ Motor Vehicle Record (MVR) – Initial & Annual

• MVRs from **every state** where the driver has held a license in the past 3 years
• Reviewed annually and kept on file with documented findings.

✅ Road Test Certificate or Equivalent

• Certificate of successful completion of a road test, or a valid CDL as proof of competency.

✅ Medical Examiner’s Certificate

• Valid DOT physical exam performed by a certified medical examiner.
• A copy of the Medical Examiner’s Certificate must be on file and updated as required (typically every 24 months).

✅ Driver’s License Copy

• A legible copy of the driver’s current, valid license.

✅ Certification of Violations

• Drivers must provide a list of any moving violations they’ve received in the last 12 months, submitted annually.

✅ Annual Review of Driving Record

• Conducted and signed by an employer representative, confirming the driver’s continued qualification.

✅ Drug & Alcohol Testing Records

• Pre-employment drug test results and, if applicable, records of random, post-accident, or return-to-duty testing.

✅ Previous Employer Inquiries

• Documentation of safety performance history inquiries sent to previous employers, including responses received (or documentation of attempts)

How Long Must You Keep DQF Records?

• DQF records must be retained for as long as the driver is employed and for 3 years after termination
• Certain documents, like the medical certificate, may have shorter retention periods (e.g., 1–2 years) but must remain current while the driver is active.

Why DQFs Matter?

Maintaining accurate DQFs protects your company from:

• DOT fines and audits
• Increased liability in accidents
• Loss of operating authority
• Most importantly, they help ensure that your drivers are qualified, safe, and fit for duty, contributing to a safer road for everyone.

Need Help with DQF Compliance?

Let Accredited Drug Testing simplify compliance for you. Whether you're building files from scratch, updating outdated records, or preparing for a DOT audit, our team is here to help.

? Call us today at [Phone Number]

? Email: [Email Address]

? Request a Free Compliance Review