DRIVER COMPLIANCE

How to run an annual Clearinghouse query

Each covered driver needs a Clearinghouse query at least once within every rolling 365-day period. A limited query normally satisfies the annual requirement, but a records-found result requires a full query.

TIME: Usually a few minutes per driver

COST: FMCSA query-plan charge

Last reviewed August 21, 2026

Before you start

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Employer Clearinghouse account

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Driver name and license details

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A current general consent for a limited query

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Query-plan balance

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Date of the last completed query

Need help with a prerequisite?

Set up the employer Clearinghouse account →

Get it done

Check the driver's last completed query

Count 365 days from the actual completion date. Do not assume every driver's annual query is due January 1.

Obtain general consent

Before a limited query, get the driver's signed consent outside the Clearinghouse. The consent may cover a stated period, but it must clearly describe the frequency.

Purchase a query plan if needed

The employer purchases queries inside the Clearinghouse. A C/TPA can assist only when the proper designation and permissions are in place.

Run the limited query

Select the correct driver, submit the query, and review the result rather than treating submission alone as completion.

Resolve a records-found result

If the limited query says records were found, request a full query. The driver must provide electronic consent in the Clearinghouse before the full result is released.

Save the record and reset the clock

Keep the consent and query result, then record the completed date in We Heart Paperwork.

GO TO THE RIGHT PLACE

Open the FMCSA Clearinghouse →

Where people usually get stuck

A query marked pending driver consent is not complete. For a full query, the driver must sign in and provide specific electronic consent. A limited annual query uses general consent obtained outside the Clearinghouse; if it returns records found, follow the Clearinghouse instructions for the required full query.

Review official query and consent guidance →

What to save when you finish

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General consent for at least three years

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Query confirmation and result

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Full-query consent/result when required

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Completed date used for the next 365-day cycle

A submitted query that is waiting for driver consent is not the same as a completed full query. A prohibited driver cannot perform safety-sensitive functions until the applicable return-to-duty requirements are satisfied.

COMMON QUESTIONS

Straight answers before you start.

Is the annual Clearinghouse query due on the same date every year?

Not necessarily. FMCSA tracks the annual requirement on a rolling 12-month basis tied to the last query, unless the employer uses another compliant 12-month period.

Can a limited query satisfy the annual requirement?

Yes. FMCSA says limited queries can satisfy the annual query requirement. A full query is required for pre-employment and when detailed information must be accessed.

What consent is required?

A limited query uses general written or electronic consent obtained outside the Clearinghouse. A full query requires the driver's specific electronic consent inside the Clearinghouse.

Does an owner-operator have to query himself or herself?

Yes. FMCSA says owner-operators are subject to the employer query requirement and must designate a C/TPA as part of their Clearinghouse setup.

Filing it is the easy part. Remembering the next one is what gets people.

When the document is finished, save the completion date and next deadline in We Heart Paperwork.

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Understand the requirement

OFFICIAL SOURCES

FMCSA Clearinghouse — Employer Learning Center

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FMCSA Clearinghouse — Queries and consent FAQs

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