Driver Qualification File checklist

Per driver, kept for 3 years after separation

• Application for employment (49 CFR 391.21) — signed
• MVR pulled at hire (within 30 days)
• MVR pulled annually thereafter
• Employment history verification — last 3 years, in writing
• Medical Examiner's Certificate (DOT physical) — current
• Medical examiner listed on National Registry (verify)
• Road test certificate OR CDL equivalency in lieu
• Certificate of driver's road test (Form MCS-91) if road tested
• Annual review of driving record — documented, signed
• List of violations for the prior 12 months — driver-signed
• Entry-level driver training certificate (if applicable)

Drug & alcohol program (separate file)

• Pre-employment drug test — negative result received before dispatch
• Enrollment in a DOT-compliant consortium (random pool)
• Clearinghouse query — pre-employment full query with driver consent
• Annual Clearinghouse limited query
• Written drug & alcohol policy signed by driver

Also required, company-wide

• DOT number displayed on both truck doors, legible from 50 ft
• Accident register maintained for 3 years
• Vehicle maintenance file per truck (PMs, DVIRs, annual inspection)

A DOT compliance audit will ask for any driver at random. Missing one item = a violation per item, per driver. Get this right on day one.