Last reviewed Oct 26, 2026. General information, not legal advice.
Every carrier must keep a driver qualification (DQ) file for each driver. Auditors ask for these files first. A missing page is one of the most common findings.
What goes in the file
- Employment application, signed and complete.
- Motor vehicle record (MVR) from each state the driver held a license in over the last few years, pulled at hire.
- Road test certificate, or an accepted equivalent such as a CDL copy.
- Medical examiner’s certificate (medical card), kept current.
- Previous employer inquiries, including safety performance history.
- Annual MVR review, signed by the person who reviewed it.
Your drug and alcohol testing records are kept in a separate, confidential file, not in the DQ file.
What expires
- Medical cards expire. Track the date for every driver.
- The annual MVR review is due every 12 months.
Tips to stay ready
- Use the same checklist for every file.
- Put a date on every document.
- Set reminders for medical cards and annual reviews.
- Keep files after a driver leaves for as long as the rules require.
Files a mess?
Our audit prep and file rebuild service goes through your files and fills the gaps. Or let our compliance management plans keep them current.