What Needs to Be in a Driver Qualification File? (2025 Guide + Free Checklist)
If you’re a trucking company owner — whether you run one truck or manage a fleet — Driver Qualification (DQ) Files are not optional. They’re a DOT/FMCSA requirement for every driver you employ, including yourself if you drive.
This guide breaks down exactly what belongs in a DQ file, why it matters, and how to stay compliant without drowning in paperwork.
📂 What Is a Driver Qualification File?
A DQ file is essentially a compliance folder that contains all of the records FMCSA requires you to keep on each driver.
Think of it as your proof that a driver meets all federal safety and qualification standards.
You must have a separate DQ file for each driver, and it must be kept up to date at all times.
📋 What Needs to Be in a DQ File? (FMCSA Requirements)
FMCSA requires these items at a minimum:
Driver’s Employment Application
Must meet DOT requirements — not just a generic job app.
Motor Vehicle Record (MVR) — Pre-Hire & Annual
MVR from each state the driver has held a license in during the past 3 years.
Certificate of Driver’s Road Test
Or a copy of the driver’s CDL as proof of passing.
Medical Examiner’s Certificate (DOT Medical Card)
Must be current and issued by a certified medical examiner.
Verification of Previous Employment (3 Years)
Including safety performance history.
Drug & Alcohol Testing Records (if CDL driver)
Pre-employment test results
Clearinghouse query results (annual & pre-hire)
Annual Review of Driving Record
Documented by the motor carrier.
Driver’s Annual Certification of Violations
Signed by the driver every 12 months.
🕒 How Long Should You Keep DQ Files?
As long as the driver is employed, plus 3 years after they leave.
Some documents (like drug/alcohol results) have shorter retention timelines — keep them separately but within the file.
⚠️ Common DQ File Mistakes
Forgetting to update the annual MVR
Missing signatures on forms
Not running annual Clearinghouse queries
Storing files in a way that’s hard to access during an audit
🛡️ How BUnited Services Can Help
Keeping DQ files up to date is a year-round job. If you miss a single requirement, you risk:
FMCSA fines (hundreds to thousands of dollars per violation)
Audit failures
Possible loss of authority
With BUnited Services, we:
✅ Create and maintain your DQ files
✅ Track medical card & license expirations
✅ Run annual MVRs & Clearinghouse queries
✅ Keep you audit-ready at all times
Don’t wait for an audit to find out your driver files are missing documents.
👉 Get Your Driver Files Managed by BUnited Services
📧 Email: compliance@bunitedservices.com
📞 Call: (904) 423-4960
