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Be careful! Keep your Driver's qualifications files up to date and avoid fines with the DOT

Driver qualification files are crucial for trucking companies to stay compliant with DOT regulations and avoid hefty fines. However, many companies still have trouble with managing their driver files digitally, as required by the FMCSA.

The driver´s files are vital in any audit or inspection of the DOT, is a MUST have for every driver that you hire. Here are some of the features and benefits of using driver qualification digital driver qualification file:


  1. You can store all your driver files in an access them from anywhere and at any time.

  2. You can send it at any time.

  3. You can simplify your recruiting process by screening and verifying potential drivers online.

  4. You can reduce your risk of violations, fines, and lawsuits by ensuring that your driver files are complete and accurate.

According to the FMCSA, violations related to driver qualification files have accounted for about 20% of acute and critical violations for the past five years. The most common issue that leads to these penalties is usually simple recordkeeping errors. Some of the most common driver qualification file violations and their potential fines as of 2023 are:


  1. Permitting a driver to operate without a valid license (or incorrect license class) - $34,712 (min. of $6,269)

  2. Operating a commercial motor vehicle while disqualified - $6,269

  3. Not having a complete, DOT-compliant employment application on file for each driver - $1,388 daily up to $13,885

  4. Failing to perform a Safety Performance History on one or more drivers - $16,864

  5. Failing to obtain and/or review a driver’s motor vehicle report every 12 months - $16,864

  6. Failing to maintain a copy of the driver’s MVR in the driver qualification file - $1,388 daily up to $13,885

  7. No medical certificate in the driver’s possession - $1,388 daily up to $13,885

  8. Having an expired medical examiner’s certificate - $16,864

  9. Failing to maintain a driver qualification file for each driver - $11,956

Among the documents you should have are:


  • Proper DOT job application

  • MVR motor vehicle record from the state.

  • CDL copy.

  • Medical Card copy.

  • Annual inquiry of driving record form.

  • Annual driving record review form.

  • Annual driver´s certification of violation form.

  • Negative drug test result.

  • Drug and alcohol policy receipt certificated.

  • FMSCA clearinghouse Query consent form.

  • Clearinghouse annual query.


If you want to learn more about how driver qualification file management can help you improve your DOT compliance and safety performance, you can visit our web site.


At Trucking Services & Logistics, we are specialists in solving all your doubts, also remember that we can give you the necessary assistance in issues concerning the DOT. Do not forget to follow our social networks (Facebook , Instagram, Twitter and LinkedIn) or call WhatsApp (813) 435 69 24, to obtain more detailed information.

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