Driver qualification file formsWhat each DQF record needs, and which forms FMCSA publishes
Of the eight kinds of records in a driver qualification file under 49 CFR 391.51, the medical certification is the one with an official FMCSA form you must use: the Medical Examiner’s Certificate (Form MCSA-5876), which the medical examiner completes along with the Medical Examination Report (Form MCSA-5875). The rest are either a record you get from someone else (the driving record from each state, the CDLIS record) or a document whose required content is written into the rule, such as the employment application (§ 391.21) and the road test certificate (§ 391.31(f)). FMCSA’s Motor Carrier Safety Planner offers example versions of those at no charge, as guidance only.
Which driver qualification file records have an official FMCSA form?
The medical certification is the record with an official FMCSA form you must use: the Medical Examiner’s Certificate, Form MCSA-5876 (§ 391.43(h)). The employment application and road test certificate have required content written into the rule, the MVRs are the states’ records, and the annual review and National Registry check are notes you write.
| Record | What it is | Official FMCSA form? | Who produces it |
|---|---|---|---|
| § 391.51(b)(1) Employment application | Completed and signed by the driver before driving, on a form the motor carrier furnishes. § 391.21(b) lists 12 required items, including 3 years of addresses, licenses, accidents, violations, 3 years of employers (10 years of CMV employers for CDL drivers), and a set certification statement above the signature. | No required federal form. The content is set by § 391.21(b). FMCSA’s Safety Planner has an example “Driver’s Application for Employment.” | The driver fills it out on your form |
| § 391.51(b)(2) Pre-hire driving record (MVR) | The motor vehicle record from every state that licensed the driver in the past 3 years, covering 3 years, requested within 30 days of the date employment begins. | Not a form you fill out: it is the state’s record. The Safety Planner lists an example letter for requesting it from a state. | Each state’s driver licensing agency |
| § 391.51(b)(3) Road test certificate, or the CDL accepted instead | If you give a road test, the examiner rates each operation on a road test form and signs it (§ 391.31(d)), then completes the certificate. Keep both (§ 391.31(g)). Or keep a legible copy of the CDL or a road test certificate from the past 3 years that you accepted as the equivalent (§ 391.33). | The certificate’s wording is printed in the rule itself (§ 391.31(f), “substantially as follows”). The Safety Planner has an example “Driver’s Road Test Certificate or Equivalent.” | Your examiner, or the driver’s CDL |
| § 391.51(b)(4) Annual driving record (MVR) | A new motor vehicle record from each state where the driver held a CMV license or permit, covering at least the past 12 months, at least once every 12 months. | Not a form: it is the state’s record. | Each state’s driver licensing agency |
| § 391.51(b)(5) Annual review note | A note of your yearly review of the driving record, with the name of the person who did the review and the date. | No required federal form. The Safety Planner has an example “Annual Review of Driving Record.” | You (the motor carrier) |
| § 391.51(b)(6) Proof of medical certification | The Medical Examiner’s Certificate or a legible copy. For CDL holders, the CDLIS driving record from the current licensing state that shows medical certification status. For exams on or after June 23, 2025, § 391.43(g)(2)(ii) has the examiner complete the paper certificate for drivers who will not operate a vehicle that requires a CDL or CLP. | Yes: Medical Examiner’s Certificate, Form MCSA-5876 (§ 391.43(h)). The exam itself is recorded on the Medical Examination Report, Form MCSA-5875 (§ 391.43(f)), which the examiner keeps (§ 391.43(i)). | A medical examiner on the National Registry; the state for the CDLIS record |
| § 391.51(b)(7) SPE certificate or medical exemption | Only when the driver’s medical certification relies on one: a Skill Performance Evaluation Certificate (§ 391.49) or a Medical Exemption document from a Federal medical program (Part 381). | Issued by FMCSA or the Federal program, not filled out by you. | FMCSA or the Federal medical program |
| § 391.51(b)(8) National Registry check (non-CDL drivers) | A note that you verified the medical examiner was listed on the National Registry of Certified Medical Examiners on the date the certificate was issued. | No form: a note. You can look the examiner up on FMCSA’s National Registry site. | You, from FMCSA’s National Registry |
Sources: 49 CFR 391.51, 391.21, 391.23, 391.25, 391.31, 391.33, 391.43 (eCFR, read October 14, 2026); FMCSA Medical Applications and Forms; FMCSA Safety Planner Forms Library. Paraphrased; the regulation text controls.
What are FMCSA forms MCSA-5876 and MCSA-5875?
MCSA-5876 is the Medical Examiner’s Certificate (the “medical card”); MCSA-5875 is the Medical Examination Report the examiner fills out during the DOT physical. Both are prescribed in 49 CFR 391.43 and posted on fmcsa.dot.gov at no charge. The driver goes to a medical examiner listed on the National Registry (§ 391.43(a)); you do not fill these out yourself.
Medical Examiner’s Certificate
Completed by the examiner when the driver is physically qualified (§ 391.43(h)). The certificate or a legible copy goes in the DQF. FMCSA page and PDF.
Medical Examination Report
The exam record, including the driver’s health history (§ 391.43(f)). The examiner keeps it on file for at least 3 years (§ 391.43(i)); it is not a DQF record. FMCSA page and PDF.
The state record counts
For CDL holders, the file uses the CDLIS driving record from the current licensing state showing medical certification status (§ 391.51(b)(6)(ii)), checked before the driver operates (§ 391.23(m)(2)).
Need a DOT physical? Members book one in the portal: DOT physical exams. FMCSA pages checked October 14, 2026.
Where can I get a driver qualification file template?
FMCSA’s Motor Carrier Safety Planner has a Forms Library of example forms, available at no charge. FMCSA says they are guidance only and that in most cases you are not required to use those exact forms; what matters is that your records hold what the rule requires.
- § 391.21Driver’s Application for EmploymentExample application with the § 391.21(b) items. FMCSA PDF
- § 391.31(f)Driver’s Road Test Certificate or EquivalentExample certificate. Forms Library
- § 391.25Annual Review of Driving RecordExample annual review note. FMCSA PDF
- § 391.51Driver Qualification File ChecklistFMCSA’s one-page checklist. FMCSA PDF
- § 391.23Inquiry to State Agencies (MVR request)Example letter asking a state for a driving record. Forms Library
- § 391.53Safety Performance History Records RequestFor previous employers. It goes in the separate investigation history file, not the DQF. FMCSA PDF
The annual certification of violations is no longer a rule: 49 CFR 391.27 reads “[Reserved]” on the eCFR as of October 14, 2026. Drug and alcohol test results do not go in the DQF either; they are kept in a secure location with controlled access (§ 382.401(a)).
Forms Library: csa.fmcsa.dot.gov/safetyplanner/Resources/FormsLibrary.aspx, checked October 14, 2026. Full list of records and deadlines: what is a driver qualification file?
Is there a way to fill in DQF forms without paper?
Yes. DQF Pro, the driver qualification file software included in the Vertical Identity membership, fills these in for you. The driver applies online, VID Intelligence reads the license and medical card, and reminders come before anything lapses.
One online application
Send one link. The driver completes the 7-step application on a phone or computer, saves as they go and signs on the last step.
VID Intelligence
VID Intelligence reads the driver’s license and medical card and fills in the paperwork for you, and the driver checks it.
Before anything lapses
Reminders before medical cards and CDLs expire and when the annual MVR review comes due. Export a driver’s complete file as one audit package any time.
DQF Pro is included in the membership
$85 a year for the first driver, with DQF Pro included at no add-on fee. If you only want the software, DQF Pro alone is $48 per driver a year, or $199 a year for unlimited drivers. MVRs (required) and the recommended PSP, CDLIS and criminal background checks are ordered in the same portal.
Driver qualification file forms FAQ
Don't see yours? Call or text (602) 899-1606.
Hours: Mon–Fri 6 AM – 5 PM AZ
[email protected]
Are there free driver qualification file forms from FMCSA?
Is there an official FMCSA driver employment application form?
Does FMCSA publish a driver qualification file packet PDF?
Which driver qualification file records come from a third party?
Does the medical examination report (MCSA-5875) go in the driver qualification file?
Do I still need the annual certification of violations form?
Where do previous-employer and drug test records go?
Related guides
Every DQF form, filled in and tracked, in one membership.
$85 a year for the first driver, DQF Pro included, with your DOT random testing program. Join online: members.verticalidentity.com/enroll