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.

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  • !Missing or outdated annual MVR review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 1–2 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 driver 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 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.

Get Your Fleet Audit-Ready

Whether you have 2 drivers or 200, we'll set up your compliance portal and start tracking the documents that matter.

Schedule a Demo(800) 215-3926