Under the Federal Motor Carrier Safety Regulations, a motor carrier must maintain a driver qualification file for each driver it uses. Auditors ask for these files early, and missing documents are among the most common findings.
What a typical file includes
- The driver's completed employment application
- Motor vehicle record inquiries from each state where the driver held a license in the prior three years
- Safety performance history inquiries to previous employers
- A road test certificate, or an accepted equivalent such as a copy of a valid CDL
- The driver's medical examiner's certificate, with verification of the examiner's National Registry listing
- The annual motor vehicle record review and the carrier's annual review of the driver's record
Keep it current
Several items expire or must be refreshed each year, especially medical certificates and annual reviews. A calendar with reminders ahead of each expiration date prevents most problems.
Keep it retrievable
Scan every document, name files consistently, and keep one folder per driver. If an auditor asks for a file, it should take minutes, not days.
Retention periods differ by document type. Check the current FMCSA regulations, or ask your compliance advisor, for the rules that apply to your operation.
This article is general information, not legal, tax or regulatory advice. Rules change; confirm current requirements with the responsible agency or a licensed professional.
