Five things. The record needs the employee's name, the most recent training date, the training materials (or where they are), the training provider's name and address, and a certification that the employee was trained and tested. Check all five, not just the course certificate.
Reviewed October 17, 2026
Check the name, the date and the lesson
The record must name the hazmat employee and show the most recent training completion date. §172.704(d)(1)–(2)
It must include a description or copy of the training materials, or say where they are, for the required topics. §172.704(d)(3)
Try following that materials reference yourself. A good office check is whether someone other than the trainer can tell which course version or lesson was used. If something is missing, get the real information. Do not fill gaps with guesses.
Check the provider and the certification
The name and address of the training provider are required. §172.704(d)(4)
The record must include a certification that the employee has been trained and tested as the subpart requires. §172.704(d)(5)
An authorized DOT official, or an official of an entity empowered to enforce the hazardous materials regulations, may ask for the current training record at a reasonable time and place. §172.704(d)
File the supporting items under each employee's name. Pick one person to close gaps with the provider. If an insurer asks for training proof, ask what format it wants. This list is the DOT record rule, not an insurer's approval standard.
To find trainers, see our recommended trainers.
Questions and answers
Does one certificate cover all five items?
Not automatically. Read the certificate and its supporting records against the list. If an item is missing, get the real information before you treat the file as complete.
About Bill Stomp
Bill Stomp built Propane Safety Pro. He is a war veteran who ran over 87 propane branch offices across 12 states, and he has helped more than 200 propane companies improve their profits, sales, safety and operations.
Next step
Ready to write down who keeps your training files? Start with the Policies & Procedures manual for propane companies.
General information, not legal advice.