đ Key Takeaways About Driver Qualification File Requirements
A Driver Qualification File (DQ File) is the collection of documents that motor carriers must maintain for every driver who operates commercial motor vehicles (CMVs) as required by 49 CFR 391.51 [1]. The DQ File proves that each driver meets FMCSAâs minimum qualifications including age, experience, physical fitness, driving record, and road test competency. FMCSA auditors review DQ Files during compliance investigations, and missing or incomplete files result in violations with fines up to $16,864 per offense [2].
At Charlotte DOT Exam Center, we provide properly formatted medical documentation that meets DQ File requirements. Our Medical Examination Reports (MCSA-5875) and Medical Examinerâs Certificates (MCSA-5876) are audit-ready for your records.
FMCSA requires the following documents in every DQ File [1]:
| Document | Requirement | Retention Period |
|---|---|---|
| Driverâs Application for Employment | 49 CFR 391.21 | 3 years after employment ends |
| Motor Vehicle Record (MVR) Inquiry | 49 CFR 391.23 | 3 years after employment ends |
| Previous Employer Safety Performance History | 49 CFR 391.23(d) | 3 years after employment ends |
| Road Test Certificate (or equivalent) | 49 CFR 391.31 | 3 years after employment ends |
| Medical Examinerâs Certificate (MCSA-5876) | 49 CFR 391.43 | 3 years after employment ends |
| Annual MVR Review | 49 CFR 391.25 | 3 years after employment ends |
| Annual Driverâs Certification of Violations | 49 CFR 391.27 | 3 years after employment ends |
The medical component of the DQ File requires specific attention. Motor carriers must maintain:
The MCSA-5876 (commonly called the âDOT cardâ) must be current in the DQ File. Certificates are valid for up to 24 months, though drivers with certain medical conditions receive shorter certification periods [3]:
Effective June 23, 2025, motor carriers must query the FMCSA database to verify driver medical certification status [4]. The electronic submission mandate eliminates reliance on paper certificates alone.
| Violation | CFR Reference | Severity |
|---|---|---|
| No medical certificate in file | 391.51(b)(7) | Critical |
| Expired medical certificate | 391.45(b) | Critical |
| No annual MVR review | 391.25(a) | Acute |
| Incomplete employment application | 391.21 | Acute |
| No road test certificate | 391.31(a) | Critical |
| Missing previous employer investigation | 391.23(d) | Acute |
Use this checklist to ensure your Driver Qualification Files are audit-ready:
Every DOT physical examination at our facility includes:
DQ Files must be retained for 3 years after a driverâs employment ends. The medical certificate specifically must be kept for 3 years from the date it was issued or 3 years after employment termination, whichever is longer [1].
Yes. Owner-operators who are self-employed must maintain their own DQ File containing all required documents. FMCSA auditors will request this documentation during compliance reviews regardless of company size.
Penalties for DQ File violations range from $1,270 to $16,864 per violation depending on severity. Critical violations (like missing medical certificates) carry the highest fines and can result in out-of-service orders [2].
While only the MCSA-5876 (certificate) is technically required in the DQ File, we strongly recommend keeping the MCSA-5875 (full examination report) as well. This provides documentation of the examination findings and demonstrates due diligence during audits.
Charlotte DOT Exam Center
8415 Pineville-Matthews Road, Suite 102
Charlotte, NC 28226
Phone: 704-544-3494
Email: appt@tebbyclinic.com