Each of these documents must be present, current, and properly completed for every active driver on your roster.
Must include the driver’s full name, address, date of birth, and a complete employment history covering the previous three years. The application must list all CMV experience, any accidents in the prior three years, and all traffic violations. The driver must sign and date the application, certifying that all information is true and complete.
2
Motor Vehicle Record (MVR)
An official driving record obtained from each state where the driver held a license in the past three years. The initial MVR must be obtained before the driver begins operating a CMV. After that, the carrier must pull a fresh MVR from the driver’s licensing state at least once every 12 months. This is one of the most commonly missed renewal items.
Proof that the driver has passed a road test demonstrating competency in operating the type of vehicle they will be driving. The certificate must include the date, the examiner’s name, the type of equipment used, and the result. A valid CDL can serve as an equivalent to the road test certificate for most carriers.
4
Medical Examiner’s Certificate
Commonly known as the DOT physical card. Every CMV driver must pass a physical examination performed by a certified medical examiner listed in the FMCSA National Registry. The certificate is valid for a maximum of 24 months but can be issued for shorter periods if the examiner identifies conditions requiring more frequent monitoring, such as high blood pressure or diabetes.
5
CDL Copy (Front and Back)
A photocopy or digital scan of the driver’s commercial driver’s license showing class, endorsements, restrictions, and expiration date. Both front and back must be on file. The carrier must verify that the CDL is valid and that the class and endorsements match the type of vehicle the driver will operate. CDL renewal schedules vary by state, typically every 4 to 8 years.
6
Annual Review of Driving Record
Each year, a designated carrier representative must review the driver’s MVR and any other available information to determine whether the driver continues to meet minimum qualification standards. The reviewer must sign and date the review form, noting whether the driver is qualified or disqualified, and document any violations found. This review must be completed at least once every 12 months.
7
Drug & Alcohol Testing Records
Documentation of all required drug and alcohol testing: pre-employment (mandatory before the driver operates a CMV), random testing (at least 50% of drivers for drugs and 10% for alcohol annually), post-accident testing (within 32 hours of a qualifying accident), reasonable suspicion testing, and return-to-duty/follow-up testing if applicable. Records must include test dates, results, the collection facility, and the Medical Review Officer (MRO) determination.
8
Previous Employer Safety Performance History
The carrier must contact every employer who hired the driver in a CMV capacity during the previous three years and request safety performance history. This inquiry must include accident records, drug and alcohol test results, and whether the driver was subject to any DOT-reportable incidents. Carriers have 30 days from the driver’s hire date to send the inquiries and must document all attempts to obtain this information, even if previous employers do not respond.
9
Certificate of Violations
Each driver must provide the carrier with a written list of all traffic violations they received in the preceding 12 months, or certify that they had no violations during that period. This must be signed and dated by the driver and must be completed annually. The certificate covers violations from all vehicles, not just CMVs, and includes both moving and non-moving violations received in any jurisdiction.
10
Social Security Number Verification
The carrier must verify the driver’s Social Security Number. This is typically done through the employment application but may also involve additional verification steps. The SSN is used for background checks, driving record inquiries, and drug and alcohol clearinghouse verification. Proper handling and storage of SSN data is critical for both compliance and driver privacy.
11
Written Acknowledgment of Company Policies
A signed statement from the driver acknowledging receipt and understanding of the carrier’s safety policies, drug and alcohol policy, hours-of-service rules, accident reporting procedures, and any other operational policies. While the specific format varies by carrier, the driver’s signature and date are essential. This document demonstrates that the carrier communicated its safety expectations before the driver began operating.
