Complete driver qualification file checklist

Short answer

For drivers subject to these federal requirements, 49 CFR 391.51(b) lists these DQ file categories:

1. Employment application.

2. Initial motor vehicle records from the driver's licensing authorities.

3. Road-test certificate, accepted equivalent, or the applicable alternative documentation specified in paragraph (b)(3).

4. Annual motor vehicle records.

5. Note documenting the annual review of the driving record.

6. Medical qualification record: the medical examiner's certificate/copy, or the required CDLIS medical-status MVR from the current licensing state for covered CDL holders.

7. Medical variance documentation, such as an SPE certificate or federal medical exemption, when applicable.

8. National Registry medical-examiner verification note for non-CDL drivers; the listed CDL provision ran through June 22, 2025.

Scope and retention

Conditional medical/road-test documents are not required for every driver. Check the applicable driver exceptions and any currently effective medical-certification waiver before relying on a paper certificate for a CDL holder. The file may be combined with the personnel file. Generally retain it throughout employment and 3 years afterward; paragraph (d) permits certain records to be removed 3 years after execution.

What to check

Identify CDL status and the applicable qualification provisions, then reconcile each category with the actual file. This checklist does not establish that a driver is qualified.