DOT driver qualification files

Driver Qualification File Service

A driver qualification file (also called a DQ file or DQF) is the set of records the FMCSA requires you to keep on every driver who operates a commercial vehicle for your company, under 49 CFR Part 391. It shows your driver is licensed, medically certified, and safe to put on the road. TIPS builds the file, checks every record in it, and lets you know before anything expires.

Order a file for $179See what's in the file
Rated 5.0 on GoogleBy the carriers we've helped
BBB Spark Award2026 winner - Idaho
Audit-ApprovedOur DQ files pass DOT audits
Records IncludedMVR (and CDLIS) reports included
What's in the file

What goes in a driver qualification file

The FMCSA lists what has to be in the file and when each piece is due. These are the six parts an auditor will ask to see for every driver.

Driver qualification file
  • Before the first tripEmployment applicationThe DOT application, signed by the driver, with three years of work history, or ten years if the driver holds a CDL.
  • Before the first tripRoad test or CDL copyA road test certificate, or a copy of the license you accepted in its place.
  • Before the first tripMedical certificationA current medical card from an examiner on the National Registry.
  • Within 30 days of hireDriving record from every stateA motor vehicle record (MVR) from each state where the driver held a license in the last three years. For CDL drivers, we also pull the CDLIS report as the FMCSA requires.
  • Within 30 days of hirePrevious employer checkThe driver's safety history from every DOT-regulated employer in the last three years, or proof that you tried to get it.
  • Every 12 monthsAnnual driving record & reviewA new MVR each year, plus a signed note showing someone at your company reviewed it.
Who needs one

Who needs a driver qualification file?

Every driver who operates a commercial vehicle for your company needs a file, and that includes you if you drive as an owner-operator.

A file is required when the vehicle

  • Rated 10,001 lbs or moreBy your GVWR, GCWR or actual weight, including truck, trailer, and load capability.
  • Hauls bulk hazardous materialsIn an amount that requires hazmat placards on the vehicle.
  • Carries passengers9 or more passengers for-hire, or 16 or more when no payment is involved. Passenger count includes the driver.

It still applies when

  • You're an owner-operatorOwner-ops who drive a qualified vehicle under their own DOT are still required to keep a DQ file.
  • You don't work for-hireEven private property carriers, like construction companies, need the same file.
  • The driver is part-time or is backupRegardless of how often they drive a commercial vehicle, DQ files are still needed.

Only operate in one state? If you are an intrastate-only carrier, your state adopted the same rules. View our intrastate requirements guide to confirm what weight or passenger count your state requires a DQ file.

How it works

What happens after you purchase a DQ file

Place the order and we'll take it from there with you and your driver.

  1. Step 1

    Order a file for each driver

    Order online, or call us and we'll handle it over the phone.

  2. Step 2

    Provide driver information

    We ask that you provide a copy of their license, medical card, and contact information to reach them.

  3. Step 3

    We contact the driver

    We reach out to complete a brief phone interview with the driver to collect their details that go in the file.

  4. Step 4

    Driver provides authorization

    The driver will receive an email authorizing us to pull their driving records (and CDLIS report for CDL drivers).

  5. Step 5

    We verify the driver is qualified

    We'll review the information they gave us during our call, verify their driving record, and confirm they meet FMCSA standards.

  6. Step 6

    We send you the file

    You get one organized file for your records. Review it, sign & date where appropriate, and keep it on file at the business location.

  7. Step 7

    We track when it needs to be updated

    We'll reach out when the file needs to be renewed next year, and notify you if something is expiring.

Keeping it current

A driver file has to be kept up to date

A file can be complete on the day you hire a driver and out of date a year later. We track the dates for you and reach out before anything is due.

12
Every 12 monthsMVR & Annual ReviewA new MVR and a signed review note for every driver, every year.
24
Up to 24 monthsMedical CardGood for up to 24 months depending on what the examiner issued.
When it changesLicense, Endorsements, InfoLicensing changes and updated driver info go in the file upon renewal.
Pricing

One price per driver

With TIPS, you pay for each driver file once and a smaller amount when it's time to renew, without a monthly software subscription.

New driver

A complete file for a driver you're hiring, or one who has never had a file.

Per driver$179
Order a new driver file

What's included

  • DOT employment application
  • Driving record (MVR)
  • CDLIS report for CDL drivers
  • CDL and license verification
  • Medical card verification
  • 3 or 10-year employment history
  • Expiration tracking and reminders

Renewing driver

Brings an existing driver's file current for another year.

Per driver$119
Renew a driver file

What's included

  • New annual driving record (MVR)
  • CDLIS report for CDL drivers
  • Annual review note, ready for your signature
  • License and medical card checked again
  • Expiration dates updated

10+ drivers

Running a bigger fleet? Call and we'll price it for your drivers.

Fleet pricingBy request
Call (208) 278-6722

What's included

  • Everything in the per-driver files
  • Priced for your number of drivers

Have several drivers to set up? Call (208) 278-6722 and we'll put the order together for you.

Reviews

Carriers who trust TIPS with their compliance

★★★★★

Their professionalism, knowledge, and dedication were evident throughout the entire FMCSA audit process. They provided exceptional support, clear guidance, and valuable assistance to ensure that we had the correct documentation and fully understood each requirement.

Francelina CarvajalGoogle review, FMCSA audit
★★★★★

Five stars for professionalism! It has been a great experience to work with a company that provides such skilled customer service and proactive communication. They made the entire process seamless and ensured I was updated at every step. Great follow-through and very reliable.

Ted KimGoogle review
★★★★★

I love the great response and the detailed work of this team. They are truly my go to folks for all things that concerns DOT compliance.

Vernon BartlettGoogle review
★★★★★

Sam and Bailey are absolutely amazing. They went above and beyond to make sure everything went as smooth as possibly. I would absolutely highly recommend them to anyone!!!

Brayden CrouchGoogle review
★★★★★

The TIPS team is excellent and very professional. They know exactly what they're doing and have helped me impeccably. I recommend them 100% for their responsibility, attention to detail, and the valuable support they provide.

Ronald Sanchez AlcantaraGoogle review
★★★★★

We started our authority just last December and have been working with Samantha for compliance. She is truly so knowledgeable and explains anything and everything we have wondered about.

Malikye KyeGoogle review
FAQ

Driver qualification file questions & answers

What is a driver qualification file?+
A driver qualification file, or DQ file, is the set of records the FMCSA requires a motor carrier to keep on each driver who operates a commercial vehicle. It holds the driver's application, driving records, proof of a road test or CDL, and medical certification, and it has to be kept current for as long as the driver works for you.
What goes into a driver qualification file?+
Six things: the DOT employment application, a driving record (MVR) from every state the driver was licensed in over the last three years, a safety history check with previous DOT-regulated employers, a road test certificate or a copy of the CDL, proof of medical certification, and a new driving record with a signed review every 12 months. For CDL drivers, TIPS also pulls the CDLIS report, and it's included in the price.
Do I really need a driver qualification file if I am an owner-operator?+
Yes. If you have your own authority and drive a commercial vehicle, you are both the carrier and the driver, so you keep a file on yourself. It's one of the first things an auditor asks for in a New Entrant Safety Audit.
Do non-CDL drivers need a driver qualification file?+
Yes, when the vehicle is over 10,001 lbs, carries placarded hazardous materials, or carries enough passengers to count as a commercial vehicle. The file is nearly the same as a CDL driver's. The main differences are a three-year work history instead of ten, and a copy of the medical card kept in the file. Non-CDL drivers don't need a CDLIS report.
What is a CDLIS report, and is it included?+
CDLIS is the national database of commercial driver's licenses. A CDLIS report shows which state a driver's CDL is from and which other states they have held one in, so we know which driving records to pull. It's included in the file for every CDL driver. Non-CDL drivers aren't in the system, so a state driving record is all they need. Our MVR and CDLIS guide explains both reports.
How much does a driver qualification file cost?+
TIPS charges $179 for a new driver's file and $119 to renew an existing one. The driving record is included, and so is the CDLIS report for CDL drivers. You pay per driver, and there is no monthly software subscription.
What happens if a driver file is incomplete during an audit?+
Each missing or expired document is written up as a violation, and those violations count against you in the audit and on your safety record. Using a driver who isn't medically certified, or who doesn't hold a valid license for the vehicle, is an automatic failure of a New Entrant Safety Audit.
How often does a driver qualification file need to be updated?+
At least once every 12 months, when you pull a new driving record and review it. The medical card has to be replaced before it expires, which is every 24 months or sooner, and license renewals go in the file as they happen.
How long do I have to keep a driver qualification file?+
For as long as the driver works for you, plus three years after they leave. Some pieces, like old annual driving records and expired medical cards, can be removed three years after they were created.
Can driver qualification files be kept electronically?+
Yes. The FMCSA allows electronic records and signatures, as long as you can produce the file when an auditor asks for it. We send your finished file electronically so you can store it or print it.
Ready to operate?

Get your DQ files built before the first trip.

Order a driver file online for $179, or call us and talk to a DOT compliance expert at TIPS about what your drivers need.

Order a driver file (208) 278-6722