What Must Be in a CDL Driver Qualification File?

FMCSA rule 49 CFR 391.51(a) requires each motor carrier to maintain a driver qualification file for each driver it employs. The file may be combined with the driver's personnel file.

Under 391.51(b), the file must include:

1. The driver's application for employment, completed under 49 CFR 391.21

2. A copy of the motor vehicle record received from each driver licensing authority when the driver was hired, under 49 CFR 391.23

3. The certificate of the driver's road test, a license or certificate accepted as equivalent, or the documents allowed under 49 CFR 391.44(d)

4. The motor vehicle record received for the annual driver record inquiry under 49 CFR 391.25(a)

5. A note relating to the annual review of the driver's driving record

6. The medical examiner's certificate, or for CDL holders, the CDLIS motor vehicle record showing medical certification status

7. Any skill performance evaluation certificate or medical exemption document

Under 391.51(b)(6)(iii), a driver certified on the basis of a medical variance from FMCSA must also have the variance documents in the file. For a driver not required to have a CDL, 391.51(b)(8)(i) also requires a note relating to verification of the medical examiner's listing on the National Registry. Under 391.51(c), the file is kept for as long as the driver is employed by the motor carrier and for three years after that. Under 391.51(d), certain records, including the annual driving record inquiry and review, the medical examiner's certificate and the National Registry verification note, may be removed three years after the date of execution.

The hiring steps behind these records are covered in What Driving Record Check Is Required When a Motor Carrier Hires a Driver? and How Often Must a Motor Carrier Review a Driver's Driving Record? Background check providers and C/TPAs that help motor carriers keep these records are listed in the MyDrugTesting.com directory.

Sources: 49 CFR 391.51