---
title: Onboarding a new driver step by step
description: A practical hire sequence aligned with 49 CFR Part 391 pre-employment rules and Part 382 Clearinghouse queries—without skipping required files.
date: 2026-10-21
lastReviewed: 2026-10-23
canonical: /resources/guides/onboarding-a-new-driver-step-by-step
---
Federal rules spread hire tasks across the **driver qualification file**, a separate **investigation history file**, and Part 382 testing records. This guide orders those tasks the way many carriers run them; your counsel may adjust timing for your operation.

## Short answer



Collect and sign the application, run the pre-employment Clearinghouse full query with consent, obtain verified negative drug test results, gather MVRs and safety performance history within 30 days of the start date, file road test or equivalent evidence, file medical certification, then allow safety-sensitive work only when each required item is in place. DQid tracks checklist status; the carrier decides when a driver is permitted to drive.



## Before the start date



### 
  

### 
    Provide your application form under § 391.21, collect the signed
    application, and give the § 391.21(d) and § 391.23(i) notices about previous
    employer contact and driver review rights.
  


  

### 
    Run a full query with specific consent before the first safety-sensitive
    function. Do not allow CMV operation if the driver refuses consent.
  


  

### 
    Hold a verified negative result before safety-sensitive work unless a
    limited Part 382 exception applies. Keep testing records under Part 382, not
    inside the open qualification file.
  


  

### 
    Obtain Part 40–compliant consent before seeking prior employers’ controlled
    substances history ([49 CFR
    391.23(f)(1)](https://www.ecfr.gov/current/title-49/section-391.23)).
  





## Within 30 days of the start date



### 
  

### 
    Request and file three-year MVRs from each licensing state ([49 CFR
    391.23(a)(1), (b)](https://www.ecfr.gov/current/title-49/section-391.23)).
  


  

### 
    Complete investigations under § 391.23(d) and (e), file replies or
    good-faith documentation in the investigation history file ([49 CFR
    391.53](https://www.ecfr.gov/current/title-49/section-391.53)).
  


  

### 
    Conduct § 391.31 road test or file accepted CDL or certificate per § 391.33.
  


  

### 
    File non-CDL certificates with Registry verification, or CDLIS records for
    CDL holders ([49 CFR
    391.23(m)](https://www.ecfr.gov/current/title-49/section-391.23),
    [391.51(b)(6)](https://www.ecfr.gov/current/title-49/section-391.51)).
  





## Example in DQid

Driver Tasks can collect uploads while the carrier workspace shows which hire items remain **Not submitted** or **Under review**.




  Nothing in this sequence guarantees an audit outcome. Missing a step can mean
  the driver must not operate until the file is complete.


## Sources

- [49 CFR 391.21 — Application for employment](https://www.ecfr.gov/current/title-49/section-391.21) (eCFR text reviewed 2026-10-20)
- [49 CFR 391.23 — Investigation and inquiries](https://www.ecfr.gov/current/title-49/section-391.23) (eCFR text reviewed 2026-10-20)
- [49 CFR 391.51 — Driver qualification files](https://www.ecfr.gov/current/title-49/section-391.51) (eCFR text reviewed 2026-10-20)
- [49 CFR 391.53 — Driver investigation history file](https://www.ecfr.gov/current/title-49/section-391.53) (eCFR text reviewed 2026-10-20)
- [49 CFR 382.701 — Drug and Alcohol Clearinghouse](https://www.ecfr.gov/current/title-49/section-382.701) (eCFR text reviewed 2026-10-20)