How to run a Clearinghouse query

If you hire or employ drivers covered by FMCSA’s CDL drug-and-alcohol testing rules, the Clearinghouse query is a required check—not a substitute for your other hiring and driver-file work. Here is the practical order of operations.

Which query do you need?

1. Before a covered driver starts safety-sensitive work: run a full pre-employment query. The driver must give specific electronic consent inside the Clearinghouse for that query.
2. For a covered driver already on your roster: run a query at least annually. A limited query can meet that annual requirement. Get the driver’s general consent outside the Clearinghouse first; the consent should state its time period. FMCSA provides a sample limited-consent form.
3. If a limited query says a record was found: request a full query to see the details. That requires the driver’s specific electronic consent in the Clearinghouse. Follow the result and FMCSA’s instructions before assigning safety-sensitive work.

Run and document the check

1. Register or sign in at the official FMCSA Clearinghouse. An employer purchases its own query plan there. If a C/TPA conducts queries for you, confirm the designation and responsibilities in your account.
2. Identify the driver and select the correct query type. For a full query, make sure the driver can sign in and respond to the electronic consent request. For a limited query, obtain and retain the general consent before running it.
3. Review the completed result in Query History and retain the required query/consent records with your compliance files. Do not treat a pending consent request as a completed query.

Need a hand organizing the process? See LBC Fleet’s compliance services. For current screens, query-plan options, consent rules, and result handling, use FMCSA’s Clearinghouse query and consent FAQ; the federal site is the source of truth if its interface changes.