Use this checklist during hiring and annual reviews

Aligned to current FMCSA rules in 49 CFR Parts 380, 391 and 395. See references in the footer.

Before Hire

Driver-specific employment application [§391.21]

Notify applicant of rights regarding Safety Performance History (SPH) inquiries [§391.23]

Signed Fair Credit Reporting Act (FCRA) disclosure (if using a consumer report)

Receipt of company drug & alcohol policy (CDL)

Negative pre-employment drug screen results (CDL) [Part 382/40]

Certification applicant did not fail/refuse any test with a prior employer in last 2 years (CDL)

Road test certificate [§391.31] or copy of valid CDL [§391.33(a)(1)]

Medical certification:

CDL: Submit med card to SDLA; verify medical status on MVR (brief grace while the state updates). FMCSA overview
Non-CDL: Carry current med card; keep copy in DQF; verify examiner in the National Registry [§391.43]

Entry-Level Driver Training certificate, if applicable (new/upgrade/endorsement) [§380.509(b)]

Driver statement/logs for prior 7 days on-duty status before first dispatch [§395.8(j)(2)]

MVR from each licensing authority where driver held a license in past 3 years [§391.23]

Written authorization to obtain prior drug & alcohol history (CDL) [Part 382]

Safety Performance History from all DOT-regulated employers in past 3 years, or documented good-faith attempts [§391.23, §391.53]

Annual MVR inquiry and documented review [§391.25]

Note: §391.27 “Record of Violations” rescinded—keep annual MVR & review.

DQ file (entire file): retain while employed + 3 years after termination [§391.51]

SPH responses & drug/alcohol history: retain 3 years from execution date

Prior employer responses / good-faith attempts: retain 1 year from execution date

Road test certificate: retain for duration of employment

Medical certification: CDL via MVR record; non-CDL keep med card copy during employment + 3 years after termination

Fatality exception: if a driver was involved in a fatal crash, retain the entire DQ file for 5 years from the crash date

Prepared by: _________________________ Date: ____________

Reviewed by: _________________________ Date: ____________