Driver Fitness & Qualification – the Dreaded Driver File

Question: What do the FEDERAL regulations require in a Driver Qualification File?

Answer: It’s really not as scary as it seems.

For each CMV operator (CMV is anything >10K GVWR operating in commerce), you should have a Driver Qualification File containing the following (at a minimum):

1. Driver’s Employment Application with 10 years of employment history – the most recent 3 years must be verified in writing (or reasonably attempted) and CDL Drivers must have alcohol/controlled substance background checks)

2. DOT Medical Qualification Card (preferably from a physician you choose\know) – this physician is known as your company’s Medical Examiner. When possible, consider using a physician that is registered with the National Academy of DOT Medical Examiners. NOTE: Disability waivers go here as well if applicable.

3. CDL or operator’s license and road test certificate

4. Initial 3 year MVR (run within 30 days of hire date from each state applicant reports living in for most-recent 3 years)

5. Annual driving record check done at least every anniversary of hire date (we recommend twice a year) in 3 parts:
a) Driver’s statement of ANY violations even those in a car, b) MVR from state agency, and c) carrier’s signature statement indicating driver is still qualified

6. For CDL Drivers Only – proof of pre-employment drug test including properly-marked custody-control form and proof of negative result. Pre-employment drug test must have employer’s name at top.

7. Seven-day sheet indicating number of hours the driver worked at anything during the 7 days prior to hire date (the DOT hire date is first day behind the wheel of CMV for your company).

That’s not so bad, is it?

It DOES require time and attention. Many companies choose to outsource all or some of the process (MVRs, Previous Employment Checks, physical file maintenance, electronic filing, etc) and DOT Compliance Help, Inc. has flexible packages available for this process. Call the office at 847-836-6063 or go to for more information regarding driver qualification.

About DOT Compliance Help Inc
Phone: 847-836-6063 web: e-mail DOT Compliance Help, Inc. is a full-service consulting firm specializing in the interpretation and execution of the regulations and guidelines set forth by the US Department of Transportation Federal Motor Carrier Safety Administration. •Mission Statement• To assist our clients in establishing proper safety management controls in order to minimize accidents, injuries, and fatalities. The ultimate goals are safer roadways for the public and increased profits for our clients. Our core consulting competencies include FMCSA Assessments (mock audits), DOT compliance training (on-site and via webinar) and custom safety plans and policies. We also hold DOT compliance workshops and conferences all across the country. Utilizing a proprietary curriculum developed by our President, Mike England, our classes cover everything you need to know about the FMCSRs, how to survive your next DOT Compliance Review, and how Comprehensive safety Analysis (CSA 2010) will affect you.

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