Who this is for: fleet managers, compliance assistants
Medical Card Expiration Tracker Template
Use this tracker to ensure no driver's DOT medical certificate lapses. Expired medical certificates are one of the most common DQ file deficiencies.
Checklist Items
Checkboxes reset on page reload. This is a reference tool only — not a saved record.
Why medical card tracking matters
An expired medical certificate is one of the most common DQ file violations found during FMCSA compliance audits. It is also an automatic driver out-of-service condition during roadside inspections. For small fleets tracking a handful of drivers manually, a spreadsheet or this template is usually sufficient — what matters is having a system and reviewing it consistently.
Certificate durations vary
Standard medical certificates are valid for 24 months, but medical examiners can issue shorter-term certificates (3, 6, or 12 months) for drivers with certain conditions. Drivers with short-term certificates need more frequent reminders. Note the specific expiration date on the certificate — do not assume 2 years from issue date.
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
- Review this tracker monthly.
- Act on 60-day reminders — allow time for the driver to schedule and complete the DOT physical.
- When a new certificate is received, update both the tracker and the DQ file.