Is the DOT physical form a requirement of the DQ file?

The DOT physical form is not listed in 391.51 as a required DQ file item. Motor carriers must retain a copy of the medical examiner’s certificate for non-CDL drivers. For CDL drivers, they must have a motor vehicle record (MVR) showing the medical status within 15 days of the exam as proof of medical certification.

The medical examiner is required to keep the long-form original on file at his/her office. If a carrier obtains a copy, they are not required to retain it in the DQ file.

It is a motor carrier’s responsibility to ensure that the examiner selected is knowledgeable of the regulations. As a best practice, many carriers request copies of the physical exam forms to review, as they are ultimately held responsible for using only medically qualified drivers.

If a copy of the long-form physical is requested, it must be requested, stored, and used in accordance with federal and state privacy and employment laws.