Clearinghouse Query Log Template

Maintain a Clearinghouse query log to demonstrate compliance with pre-employment and annual query requirements. Store this log with your DQ files.

Last updated: June 4, 2026

Sourced from FMCSA regulations and official government publications. How we research · Report an error

Checklist Items

Required — Driver Name
Required — Query Type (pre-employment full / annual limited / follow-up full)
Required — Query Date
Required — Result (No record found / Record exists)
If record exists: follow-up full query conducted (Y/N)
Full query result (if applicable)
Action taken (if violation found)
Required — Next annual query due date
Required — Query saved to DQ file (Y/N)

Checkboxes reset on page reload. This is a reference tool only — not a saved record.

How to use this log

Add a new row each time you conduct a Clearinghouse query. For pre-employment: run the query, record the date and result, and keep the confirmation in the DQ file before dispatch. For annual limited queries: set a calendar reminder and run them each year — quarterly batch processing is easier than tracking individual driver anniversaries.

What to do when a record is found

If an annual limited query returns "record exists," immediately run a full query (requires driver consent through the portal). A full query shows the violation details and current status. If the violation is unresolved (driver status is "prohibited"), the driver cannot perform safety-sensitive functions until they complete the return-to-duty process with an SAP.

Before you use this template

Treat this page as a working checklist, not a substitute for your carrier's written policy. Add your company name, DOT number, driver name, dates, and the name of the person completing the review before filing a copy. If a checklist item does not apply, mark it that way and note why; a blank field is harder to explain later than a short, dated note.

Keep the completed copy with the underlying evidence: query confirmations, MVR receipts, medical certificates, test results, signed acknowledgments, or other documents named in the checklist. Do not backdate missing records. If you discover a gap during a self-audit, correct it on the actual correction date and keep a note showing what changed.

For multi-driver fleets, save one completed copy per driver or vehicle record rather than keeping a single shared checklist. That makes later reviews cleaner and helps a new manager see exactly which file was checked, by whom, and on what date.

Notes

Annual limited queries do not require driver consent.
Pre-employment full queries and follow-up full queries require driver electronic consent through the Clearinghouse portal.
Keep query records in each driver's DQ file.

Editorial notice: This checklist is an educational reference tool, not a legal document. Verify current regulatory requirements with FMCSA and a qualified compliance professional before relying on this template.