DOT Compliance

Driver Qualification File Management

Full management of your driver qualification files under 49 CFR Part 391. Never miss an expiration, always be audit-ready.

  • 30+ years of industry experience
    Scott Galing, President
  • Our Compliance Portal
    Every employer gets a compliance status at a glance.
  • 3,000+ collection sites nationwide
    LabCorp, Quest, and major lab networks
  • (800) 215-3926
    Our team responds the same business day.
“Your communication and prompt resolution or explanation of issues. Piece of mind in knowing that your organization is ensuring our compliance on multiple regulatory fronts.”
— Customer review · 10 / 10

What Is a Driver Qualification File?

Under 49 CFR Part 391, every motor carrier operating commercial motor vehicles must maintain a driver qualification file (DQF) for each driver. These files must be kept current and available for DOT inspection at any time.

Failing to maintain proper DQFs can result in substantial fines, out-of-service orders, and increased liability in the event of an accident. We manage this entire process for you.

Common Audit Violations
  • !Expired medical certificates
  • !Missing or outdated annual MVR review
  • !Incomplete employment application
  • !No road test certificate on file
  • !Missing pre-employment drug test record
  • !Supervisor review overdue

Required Documents Under 391

Employment Application
Signed, compliant 49 CFR 391.21 application for each driver
Medical Certificate
DOT physical performed by FMCSA-registered medical examiner — expires every 2 years
Annual MVR Review
Motor vehicle record reviewed annually with supervisor certification
Road Test Certificate
Completed for each vehicle type or accepted equivalent
Pre-Employment Drug Test
Negative result required before operating CMV; Clearinghouse query required
Annual Supervisor Review
Annual review and certification of driver qualification status
Employment History Verification
3-year history with drug/alcohol violation inquiry for prior employers

Our Compliance Portal

Purpose-built software that tracks every document for every driver — so you can see your compliance posture at a glance.

Feature

GREEN / YELLOW / RED Status

Every employer gets a compliance status at a glance. GREEN = fully compliant. YELLOW = expiring within 30 days. RED = expired or missing.

Feature

Automated Expiration Alerts

Automated email and SMS reminders sent to drivers and/or fleet managers before documents expire. No more missed renewals.

Feature

Document Storage & History

All documents stored securely in the cloud with version history. Download any document or full driver package for audit prep instantly.

Feature

Audit Bundle Export

Generate a complete, organized driver qualification package ready for DOT inspection with one click.

Feature

Multi-Driver Dashboard

View your entire fleet's compliance status from one screen. Filter by status, location, or company. Drill into any driver instantly.

Feature

Driver Portal Access

Drivers can log in to view their own file status, receive reminders, and upload requested documents directly.

How We Manage Your Program

We take compliance off your plate so you can focus on running your operation.

1

Onboarding

We configure your portal, import existing drivers, and identify any immediate compliance gaps.

2

Document Collection

We contact drivers to collect missing documents and set up ongoing tracking for all required items.

3

Ongoing Monitoring

Automated alerts keep you ahead of expirations. We flag issues and support renewal coordination.

4

Audit Readiness

At any time, generate a complete audit bundle for any driver — organized and ready for DOT inspection.

Free · 2 minutes

Take the DOT Compliance Checkup

Answer 10 yes-or-no questions and see where your fleet has gaps before an auditor does.

Start the checkup →
By state

DOT Compliance by State

DOT Compliance Guides

Plain-English answers to the questions carriers ask us most.

DOT Compliance

How to Prepare for a DOT Audit

A DOT compliance review can happen at any time. Here's how to prepare your records, what auditors look for, and how to avoid the most common violations.

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DOT Compliance

What Happens During a DOT Audit?

A DOT compliance review examines your safety management systems, driver qualification files, and drug testing program. Here's exactly what to expect.

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DOT Compliance

FMCSA Drug and Alcohol Clearinghouse: What Employers Must Know

The FMCSA Clearinghouse is a federal database of CDL driver drug and alcohol violations. All regulated motor carriers must query it before hiring and annually thereafter.

Read →
DOT Compliance

Driver Qualification File Checklist: Every Required Document

A printable checklist of every document required in a FMCSA-compliant Driver Qualification File, with retention periods and common audit findings.

Read →
DOT Compliance

MVR Requirements for CDL Drivers: What Motor Carriers Must Know

Motor Vehicle Records are a required part of every CDL driver's qualification file. Here's when they're required, what to look for, and how to stay compliant.

Read →
DOT Compliance

Hours of Service Rules Explained for Motor Carriers

FMCSA hours of service regulations limit how long commercial drivers can drive and be on duty. Here's what property-carrying drivers need to know.

Read →
View all DOT Compliance Guides →

Get Your Fleet Audit-Ready

Whether you have 2 drivers or 5000, we'll set up your compliance portal and start tracking the documents that matter.

Schedule a Demo(800) 215-3926