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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Date of the last completed query
Get it done
01
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.
02
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.
03
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.
04
Run the limited query
Select the correct driver, submit the query, and review the result rather than treating submission alone as completion.
05
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.
06
Save the record and reset the clock
Keep the consent and query result, then record the completed date in We Heart Paperwork.
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.
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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We Heart Paperwork helps organize compliance information and does not provide legal advice or guarantee regulatory compliance.