Properly maintained driver qualification files help prevent accidents, reduce liability and ensure that drivers are fit to operate commercial vehicles. The following tasks and resources will help you verify driver qualifications for commercial vehicle drivers, ensuring safety and compliance with regulations.

For information specific to farms and possible exemptions, visit farm fleet best practices.

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Essential documentation and records

Qualification checklist

This checklist ensures your driver files have all necessary documents, explains the requirements and links to relevant code provisions.

Qualification checklist

Driver application form

This form should be kept in the driver’s personnel file and must meet the FMCSA requirements outlined in 49 CFR 391.21. A copy of the original application is acceptable.

Driver application form

Initial motor vehicle registration (MVR)

Obtain and keep the initial MVR for new hires, clearly marked to avoid mix-ups with annual checks. Check the MVR for required endorsements and no restrictions. Only accept the MVR you pull, not one from the new hire.

Road tests

All commercial drivers, even those without a commercial driver’s license (CDL), must complete road tests with the equipment they'll use.

Requirements for road tests can be found in FMCSA regulations under 49 CFR 391.31.

What can be considered equivalent is outlined in 49 CFR 391.33.

Medical exams

stethoscope and clipboard

Medical examiners report

All commercial drivers under interstate rules need a medical exam report every two years, or annually if they have medical conditions. For non-excepted CDL drivers, check their MVR 15 days after the exam to confirm the CDLIS update.

Learn more about the medical examiner’s certificate.

Verification of medical examiners registry

You must verify that the medical examiner is listed on the National Medical Examiners Registry and keep a copy of the verification.
fleet of trucks

Annual driver MVR check and driver’s certification of violation

At minimum, you are required to check the motor vehicle record of all your drivers annually. Make sure you have documentation showing that a supervisor reviewed the MVR. The most important part of the report is the driving history section, where you should look out for these key violations:
  • License status
  • Serious traffic violations
  • Driving while under the influence
  • Reckless driving
  • Suspension and revocation of driver’s license
  • Improper lane change
  • Driving while license is suspended or revoked
  • Following too close
  • Speed 15 mph over the limit
MVR verification form

Pre-employment screening program

The Pre-Employment Screening is an optional paid subscription program that lets you review the commercial driving history of a prospective new hire. You will receive:

  • Five-year crash history
  • Three-year roadside inspection history
  • All safety violations cited during an inspection

Additional tools and resources
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Essential guide to rules and regulations for commercial and farm vehicles

Each section outlines the steps you need to take in order to be compliant with regulations in a topic area, and includes downloadable tools and resources to facilitate the process.

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