The Annual Clearinghouse Query for Every CDL Driver
Once a driver is on your team, you must check the FMCSA Clearinghouse for that driver at least once a year. Most employers use a limited query for this. Here is how the yearly check works and what to do if it finds something.
Updated September 28, 2026 · Checked against the federal regulations
What the rule requires
Under 49 CFR 382.701(b), you must query the Clearinghouse at least once per year for every employee subject to DOT drug and alcohol testing under Part 382.
You can meet this with a limited query instead of a full query. A limited query tells you whether there is any information about the driver in the Clearinghouse. It does not show you the details.
How "once a year" is counted
FMCSA tracks the yearly query on a rolling 12-month (365-day) basis. The clock starts from the date of your last query on that driver.
For example, if you ran a pre-employment query on a new hire on December 1, you do not need another query on that driver until the next December 1.
A follow-on query also resets the clock.
Getting consent for a limited query
You must have the driver's written or electronic consent before you run any query. For a limited query, this is a general consent that you collect outside the Clearinghouse, such as a signed form. FMCSA has a sample limited consent form you may use or adapt.
One consent can cover more than one year. But the consent must say what time frame it covers.
Keep each consent for 3 years from the date of the last query. You do not have to keep it in the driver qualification file, but you must be able to show it if asked.
- Written or electronic consent before each limited query.
- Can cover several years if it states the time frame.
- Keep it 3 years from the date of the last query.
If the limited query finds something
A limited query that shows information does not mean the driver is prohibited. The information could be an old violation that has been resolved. You need a full query to see the details.
You must run a full query within 24 hours of the limited query. The full query needs the driver's specific consent, given electronically inside the Clearinghouse.
If you do not get the full query done within 24 hours, the driver must stop all safety-sensitive work. The driver cannot go back until the full query is done and shows no prohibition.
Tips for staying on schedule
Keep a list of each driver's last query date and set reminders before the 12 months run out. Make sure you have enough queries left in your query plan. Each query costs $1.25.
If you have many drivers, the Clearinghouse lets you upload a file to run bulk queries.
Pact Compliance can run your annual queries as your designated C/TPA.
Common questions
Does a limited query meet the annual requirement?
Yes. 49 CFR 382.701(b)(2) lets you use a limited query instead of a full query for the annual check, as long as you have the driver's consent.
Does limited-query consent have to be signed every year?
No. A driver may give limited-query consent that lasts more than one year. FMCSA says the consent must state the time frame it covers.
How long do I keep the limited-query consent form?
3 years from the date of the last query, under 49 CFR 382.703(a).
What happens if the limited query says information exists?
You must run a full query within 24 hours. If you do not, the driver must stop safety-sensitive work until a full query shows no prohibition.
Is it a calendar year or a rolling year?
FMCSA tracks it on a rolling 12-month (365-day) basis from the date of your last query on that driver.
What if a driver refuses to sign the limited consent?
You may not let that driver perform safety-sensitive functions. 49 CFR 382.703(c) bars it when a driver refuses the required consent.
Sources
- 49 CFR 382.701 Drug and Alcohol Clearinghouse (eCFR)
- 49 CFR 382.703 Driver consent (eCFR)
- FMCSA Clearinghouse FAQ: Queries and Consent Requests
- FMCSA Clearinghouse news: Annual queries reminder
- FMCSA Clearinghouse: Query Plans