Driver Qualification File Requirements
A motor carrier must keep a driver qualification file (DQF) for each driver it employs (49 CFR 391.51). It holds the job application, motor vehicle records, a road test record, a yearly review note and proof of medical certification. Keep the file for as long as the driver works for you, plus 3 years. A DOT physical must be done by an examiner on FMCSA's National Registry.
Facts checked October 15, 2026
Key Points
- A carrier keeps a DQF for each driver it employs. The DQF may be combined with the driver's personnel file (49 CFR 391.51(a))
- The file holds the application and the motor vehicle record from hire. It holds the road test certificate or an equivalent CDL. It also holds the annual record, a note on the annual review and proof of medical certification
- At least once every 12 months, the carrier must get each driver's motor vehicle record and review it. The note names who did the review and the date (49 CFR 391.25)
- Keep the file as long as the driver is employed, and for 3 years after. Some records can be removed 3 years after they were signed or received (391.51(c) and (d))
- For a CDL driver, the carrier gets the CDLIS record that shows medical certification status. For a driver without a CDL, it keeps the medical certificate and a note that the examiner is on the National Registry
- Since June 23, 2025, a CDL or CLP driver no longer has to carry the paper medical certificate (49 CFR 391.41)
- A driver must be examined and certified at least every 24 months (49 CFR 391.45(b))
What goes in a driver qualification file
| Rule | Can it be removed after 3 years? | |
|---|---|---|
| Employment application | 49 CFR 391.21 | No. Keep it for the whole file period |
| Motor vehicle record from hire | 49 CFR 391.23(a)(1) | No |
| Road test certificate, or an equivalent CDL | 49 CFR 391.31(e) and 391.33 | No |
| Annual motor vehicle record | 49 CFR 391.25(a) | Yes |
| Note on the annual review | 49 CFR 391.25(c)(2) | Yes |
| Medical certificate, or the CDLIS record for CDL drivers | 49 CFR 391.43(g) and 391.51(b)(6) | Yes |
| Medical variance, SPE certificate or medical exemption | 49 CFR 391.49 and Part 381 | Yes |
| Note that the examiner is on the National Registry (drivers without a CDL) | 49 CFR 391.23(m) | Yes |
What has to be in a driver qualification file?
Under 49 CFR 391.51(b), the file must include six things. First, the driver's application for employment (391.21). Second, a copy of the motor vehicle record from the driver's licensing authority (391.23). Third, the road test certificate. A copy of the license or certificate the carrier accepted in its place also works. So does a written statement that the driver does not need a road test. Fourth, the annual motor vehicle record and a note on the annual review. Fifth, proof of medical certification. Sixth, any medical variance, such as a Skill Performance Evaluation certificate or a federal medical exemption.
What does the carrier have to do every year?
At least once every 12 months, the carrier must ask for each driver's motor vehicle record. It must cover at least the last 12 months. The carrier must also review the record. It decides whether the driver still meets the safe driving standard and is not disqualified. It must weigh any violation of the safety rules and the driver's accident record. It must give great weight to violations like speeding, reckless driving and driving under the influence (49 CFR 391.25). A copy of the record goes in the file. A note names who did the review and when.
How long do you keep a driver qualification file?
Keep each file for as long as the driver works for the carrier, and for 3 years after (49 CFR 391.51(c)). Five kinds of record can be taken out 3 years after they were signed or received. They are the annual motor vehicle records and the annual review notes. They are also the medical certificate or CDLIS record, any medical variance, and the National Registry note. Everything else stays for the full period.
What proof of medical certification goes in the file?
For a CDL holder, the carrier gets the CDLIS motor vehicle record from the driver's current licensing state, if it shows medical certification status. It puts the record in the file (49 CFR 391.51(b)(6)). A driver who is not required to have a CDL is different. The carrier keeps the medical examiner's certificate, or a legible copy. It also keeps a note that it checked that the examiner is on the National Registry of Certified Medical Examiners (391.51(b)(8)). Since June 23, 2025, a CDL or CLP driver no longer has to carry the certificate on duty (391.41(a)(2)).
Who can do a DOT physical, and how long does the certificate last?
The exam must be done by a medical examiner on the National Registry of Certified Medical Examiners (49 CFR 391.43(a)). A licensed eye doctor can do the vision part. A certified VA examiner can examine veteran drivers. An exam by someone not on the registry does not count. A driver must have been examined and certified within the last 24 months (49 CFR 391.45(b)). Some drivers must be re-examined sooner. A driver with insulin-treated diabetes or a vision exemption must be examined within 12 months (391.45(e) and (f)). The examiner can also certify a driver for a shorter time.
Related Free Tools
DOT Audit Readiness Checklist
An interactive compliance checklist to get ready for a DOT compliance review.
Drug & Alcohol Testing Tracker
Track DOT-required random testing compliance. FMCSA minimums: 50% drug, 10% alcohol.
Driver Hiring and Onboarding Checklist
Every step a motor carrier takes to hire a CDL driver, in order, with the deadline and the federal rule for each one.
CDL & Compliance Deadline Tracker
Track all compliance deadlines in one place with color-coded alerts.
Frequently Asked Questions
Does every driver need a driver qualification file?+
The rule says each motor carrier must keep a DQF for each driver it employs (49 CFR 391.51(a)). So the carrier keeps it, not the driver. If you hire drivers, or if your carrier uses you as a driver, ask which file covers you.
Does any doctor's physical count as a DOT physical?+
No. The exam must be done by a medical examiner listed on the National Registry of Certified Medical Examiners (49 CFR 391.43(a)). A licensed eye doctor can do the vision part. An exam from a doctor who is not on the registry does not count, however thorough it was.
How long is a DOT medical certificate good for?+
A driver must be examined and certified at least every 24 months (49 CFR 391.45(b)). The examiner can certify for a shorter time, and some drivers must be re-examined within 12 months, such as those with insulin-treated diabetes or a vision exemption (391.45(e) and (f)).
Do CDL drivers still have to carry a medical card?+
No, not since June 23, 2025. A driver who needs a CDL or CLP and has a current medical certificate no longer has to carry the certificate (49 CFR 391.41(a)(2)). The carrier uses the CDLIS record from the driver's state to show medical certification in the file. A driver who is not required to have a CDL still carries the certificate.
How long do I keep a driver qualification file?+
For as long as the driver is employed, and for 3 years after (49 CFR 391.51(c)). Five types of records can be removed 3 years after they were signed or received, such as annual motor vehicle records and review notes (391.51(d)).
What happens if a DQF is missing items in an audit?+
A missing item is a violation of the file rules. The best protection is to check each file against the list in 49 CFR 391.51(b) at least once a year, when you do the annual motor vehicle record review.
More federal trucking rules
- Hours of Service Rules for Truck Drivers
- ELD Mandate: Who Needs an ELD
- DOT Roadside Inspection Levels Explained
- DOT Drug and Alcohol Testing Rules
- DVIR and Vehicle Maintenance Rules
- New Entrant Safety Audit Requirements
- Hours of Service Exceptions and Exemptions
- Motor Carrier Insurance Requirements
- CDL Classes, Endorsements and ELDT Training
- DOT Physical and Medical Card Requirements
- Drug and Alcohol Clearinghouse Requirements
- Cargo Securement Rules for Trucks
- Hazmat Basics for Truck Drivers and Carriers
- USDOT Number and Biennial Update Requirements
- Safety Ratings, Compliance Reviews and DataQs
- Federal Truck Size and Weight Limits
- California Clean Truck Check (HD I/M)
- Truth-in-Leasing Rules for Owner-Operators
- Form 2290 Heavy Highway Vehicle Use Tax
- Truck Driver Phone, Texting and Seat Belt Rules
- Railroad Crossing Rules for Truck Drivers
- Truck Emergency Equipment and Warning Triangle Rules
- Truck Windshield, Dash Cam and Mirror Rules
- CDL Disqualification: Major and Serious Offenses
- Truck Tire Rules: Tread Depth, Retreads and Pressure
- Trailer Reflective Tape (Conspicuity) Rules
- Truck Brake Rules: Pushrod Stroke, Lining Thickness and ABS
- Driver Conduct Rules: Alcohol, Drugs, Fatigue, Passengers and Pre-Trip Checks
- English Language Proficiency for Truck Drivers: The 391.11(b)(2) Rule
- Weigh Station Rules: Who Must Stop and What Happens If You Skip
- Truck Lighting Rules: Required Lamps and Reflectors (49 CFR 393)
- Driver Road Test Rules: The Company Road Test and Certificate (49 CFR 391.31)
- Box Truck and Hotshot Requirements: CDL, USDOT Number, Authority and ELD
- Owner-Operator Requirements: What You Need Before You Haul
Related terms and pages
Sources
- 49 CFR 391.51, General requirements for driver qualification files
- 49 CFR 391.25, Annual inquiry and review of driving record
- 49 CFR 391.41, Physical qualifications for drivers
- 49 CFR 391.43, Medical examination; certificate of physical examination
- 49 CFR 391.45, Persons who must be medically examined and certified
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This is a plain-language summary for reference, not legal advice. Check the official rule text before you rely on any detail. Ask a compliance professional about your own operation.