Driver Qualification File Requirements

Regulation 49 CFR 391 explains the minimum requirements for commercial motor vehicle drivers. Motor carriers are required to maintain a qualification file for each of their drivers. The following information will help you be certain that each driver qualification file is complete.

Initial Driver Qualifications File Requirements:

• Driver’s Application for Employment – 49 CFR 391.21
  • Must retain for life of employment + 3 years after termination
• Driver’s Road Test Certificate or Equivalent – 49 CFR 391.31(e)
  • Must retain for life of employment + 3 years after termination
• Inquiry to Previous Employers: Safety Performance History Records Request – 49 CFR 391.23 (a)(1) and (b)
  • Must retain for life of employment + 3 years after termination
• Safety Performance History Records: Driver Correction or Rebuttal (If applicable) – 49 CFR 391.23 (i)(2) and  49 CFR 391.23 (j)(3)
  • Must retain for life of employment + 3 years after termination
• Inquiry To State Agencies for 3-Year Driving Record – 49 CFR 391.23 (a)(1) and (b)
  • Must retain for life of employment + 3 years after termination
• Pre-Employment Drug and Alcohol Documents – 49 CFR 40.25(j); 49 CFR 382.301
  • Must retain for 1-Year for negative results and 5-years for verified positive drug test results

Ongoing Updates:

• Inquiry To State Agencies for Driving Record – Annual – 49 CFR 391.25 (a) and (c)
  • Must retain for 3 years from the date of execution
• Review of Driving Record – Annual – 49 CFR 391.25 (c) (2)
  • Must retain for 3 years from the date of execution
• Driver’s Certificate of Violations – Annual – 49 CFR 391.27
  • Must retain for 3 years from the date of execution
• Medical Examination Report and Medical Examiner’s Certificate – 49 CFR 391.43
  • Must retain for 3 years from the date of execution
• Employer note verifying that medical examiner is listed on National Registry of Certified Medical Examiners – Non-CDL Drivers: 49 CFR 391.51 (b)(9)(I); CDL Drivers: 49 CFR 391.51 (b)(9)(ii)
  • Must retain for 3 years from the date of execution

The following additional documents are only required for certain types of drivers, or in specific situations.

• Entry-Level Driver Training Certificate – 49 CFR 380.509(b)
  • All CDL drivers with less than one year experience must provide this certificate.
    • Must retain for 3 years from the date of execution
• Longer Combination Vehicle (LCV) Driver Training Certificate – 49 CFR 380.401
  • A driver must not operate an LCV unless the driver can produce an LCV Driver Training Certificate or an LCV Driver Training Certificate of Grandfathering
    • Must retain for life of employment + 3 years after termination
• Multiple-Employer Drivers – 49 CFR 391.63
  • For drivers with multiple employers
    • Must retain for life of employment + 3 years after termination
• Skill Performance Evaluation Certificate – 49 CFR 391.49
  • Must retain  for 3 years from date of execution

For more information on DOT compliance and workplace safety, contact us today at 1.800.452.0030!