Limited Query
A Clearinghouse query that returns only whether a driver has a record (yes or no), without showing the details. Does not require driver consent. Used for the annual query requirement.
If a limited query returns a record, the employer must obtain driver consent and run a full query to see the violation details.
Annual limited query requirement
Employers must run at least one limited query per calendar year for each CDL driver in safety-sensitive functions. Unlike the pre-employment full query, the limited query does not require driver consent. It only returns "no record" or "record exists" — no details are shown. The query result must be documented and retained in the driver's DQ file. Running the annual limited queries in a single batch (e.g., once per quarter for all drivers) is a common practice for small fleets.
What to do when a limited query returns a record
If an annual limited query returns "record exists," the employer must immediately obtain the driver's Clearinghouse consent and run a full query to see the violation details. If the full query reveals an unresolved violation — driver status is "prohibited" — the driver cannot continue in safety-sensitive duties until completing the SAP return-to-duty process. Employers should not wait for a scheduled review window; the full query must follow the limited query result promptly.
Last updated: June 4, 2026
When this definition matters
This term usually matters when a driver, owner-operator, or small carrier is deciding whether a federal rule applies, preparing a compliance file, or checking a state CDL step. Use this definition as a starting point, then confirm the controlling requirement in the official source listed below before making a licensing, hiring, dispatch, or recordkeeping decision.
The related terms above are included because they often appear in the same compliance workflow. Reviewing them together can prevent common mix-ups, such as treating a state licensing step as a federal carrier obligation or confusing a driver record with a separate employer record.