Transport Topics / Driver Qualification File - Check List

Driver Qualification File - Check List

Every Motor Carrier must have a qualification file for each regularly employed driver. The file must include:

- DRIVER’S APPLICATION FOR EMPLOYMENT - A person will not be allowed to drive a commercial motor vehicle unless he/she has completed and signed an application for employment.​

- FAIR CREDIT REPORTING ACT DISCLOSURE STATEMENT - The Federal Fair Credit Reporting Act, as amended by the Consumer Credit Reporting Reform Act of 1996, permits the procurement of consumer credit reports for employment purposes, provided the employer makes a clear and conspicuous disclosure to the applicant that the report may be obtained for employment purposes and obtains the applicant’s written authorization for the credit report.

- INQUIRY TO PREVIOUS EMPLOYERS - 3 YEARS - An investigation of the driver’s employment record during the preceding 3 years. This investigation must be made within 30 days of the date his/her employment begins.

​- DRIVER STATEMENT OF ON-DUTY HOURS (FOR NEWLY HIRED DRIVERS) - Motor carriers, when using a driver for the first time, must obtain from the driver, a signed statement giving the total time on-duty during the immediately preceding 7 days and the time at which the driver was last relieved from duty prior to beginning work for the carrier, as required by section 395.8(j)(2) of the Federal Motor Carrier Safety Regulations. Hours for any work during the preceding 7 days, including any compensated work for a non-motor carrier, must be recorded on this form. This form should be completed on the day the driver is scheduled to begin driving a commercial motor vehicle, and must be kept on file for a least 6 months.

- COMMERCIAL & DRIVER’S ABSTRACT - 3 YEARS – Must be obtained prior to hiring.

​- COMMERCIAL & DRIVER’S ABSTRACT - Must be obtained annually. However, we recommend semi-annually.

- ANNUAL REVIEW OF DRIVING RECORD - At least once every 12 months a motor carrier must review the driving record of each driver. A note stating the results of this review shall be included in the file.

​- ANNUAL DRIVER’S CERTIFICATION OF VIOLATIONS - At least once every 12 months, a motor carrier must require each driver that it employs to prepare and furnish it with a list of all violations on motor vehicles traffic laws and ordinances in every jurisdictions during the previous 12 months. Drivers who have provided information required by Section 383.31 need not repeat that information in this annual list of violations.

​- DRIVER’S ROAD TEST CERTIFICATE OR EQUIVALENT - A person must not be allowed to drive a commercial motor vehicle until he/she has successfully completed a road test and has been issued a certificate, or a copy of the license or certificate which the motor carrier accepted as equivalent to the driver’s road test pursuant to Section 393.33.

​- MEDICAL EXAMINATIONS - The driver must pass a medical examination conducted by a licensed health care professional and must be issued a Medical Examiner’s Certificate, which must be renewed every 2 years.

​Driver’s must be issued copies of these certificates, but need only have a copy of the Medical Examiner’s Certificate in their possession while driving.