Driver qualification file checklist
A driver qualification (DQ) file keeps the records you hold for each driver in one place. Permit Book renders one checklist per driver from the items below, based on 49 CFR 391.51, and shows each as on file, missing or expiring.
Please verify current requirements with FMCSA before treating this list as complete for your operation.
The checklist
- Employment application. One-time. Keep a copy on file.
- CDL. Tracked by the expiration date printed on the license. Permit Book reminds you 90 and 30 days ahead.
- DOT medical card. Tracked by its expiration date (no more than 24 months). Reminders go out 60, 30 and 7 days ahead.
- MVR / annual review. Reviewed annually, counted from the hire date. Reminder 30 days ahead.
- Clearinghouse query. Recorded annually with the date and result. Reminder 30 days ahead.
- Pre-employment drug test. One-time record.
- Road test certificate. One-time. Keep a copy on file.
Retention
Permit Book's default for DQ file records is the length of employment plus 3 years. Treat that as a starting point and verify the period that applies to you.
Keeping it current
Drivers can send a photo of a card or certificate from their phone. You review it and file it to the right checklist slot, and expiring items trigger reminders before they lapse. See pricing for plan details.
Questions
What is the driver qualification (DQ) file?
A per-driver file of the records a motor carrier keeps about each driver it employs. The checklist here follows the items Permit Book tracks, which are based on 49 CFR 391.51. Verify current requirements before relying on any list.
How long should DQ file records be kept?
Permit Book's starting point is the length of employment plus 3 years. That is a starting point, not legal advice. Verify the period that applies to you.
Can a driver be added before they are hired?
Yes. In Permit Book a driver can start as pre-hire, collect each checklist item as it comes in, and be switched to active on the hire date.
Does having every item checked mean I am compliant?
No. The checklist helps you see what is on file and what is missing. It does not guarantee compliance. Always verify current FMCSA and state requirements.