Quick checklist
- Use a complete driver application before dispatch.
- Review employment history and driving experience entries.
- Collect license and medical qualification documents.
- Run required inquiries where applicable.
- Place the application in the DQ file, not in a separate hiring folder only.
Why this matters
A driver application is the start of the DQ file. When it is incomplete, later records such as inquiries and annual reviews become harder to verify.
What to prepare
| Area | Records to gather |
|---|---|
| Application basics |
|
| Follow-up records |
|
Common gaps
- The application is signed after the driver begins work.
- Employment history has unexplained gaps.
- The application is kept by recruiting but not copied to the DQ file.
- License information is not updated after renewal.
Before / During / After audit
Before
- Audit new hire files from the last 12 months.
- Check application dates against first dispatch dates.
- Move hiring records into the DQ file where needed.
During
- Show the application with the rest of the driver file.
- Use notes to explain documents held in another system.
After
- Update the hiring packet.
- Train the person who approves first dispatch.
- Review applications before adding drivers to the active list.
Download
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Sources
eCFR · regulation
49 CFR Part 391 - Qualifications of Drivers
Driver qualification rules, medical certification, applications, inquiries, and annual review context.
Last checked: 2026-05-12
eCFR · regulation
49 CFR 391.51 - General requirements for driver qualification files
Driver qualification file contents and retention requirements.
Last checked: 2026-05-12