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Driver Information Statement

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DRIVER INFORMATION STATEMENT

Parties and Recitals

This Driver Information Statement is made between Company Name: and Driver Name: .

WHEREAS, the Company engages drivers to perform transportation services and requires detailed, accurate driver and vehicle information to assess eligibility and manage risk; and

WHEREAS, the Driver represents that the information provided in this Statement is true, complete, and provided for the purpose of evaluating qualification for driving duties and insurance underwriting; and

WHEREAS, the parties agree that submission of this Statement does not by itself constitute employment, an independent contractor relationship, or a guarantee of assignment, but is required for assignment consideration.

Driver Contact Information

Driver's License and Endorsements

License State:    License Number:    Class:    Expiration Date:

Vehicle and Insurance Information

Driving History and Declarations

In the past 5 years have you been involved in an accident resulting in injury or property damage? Yes No

In the past 3 years have you been convicted of any moving violations (DUI, reckless driving, excessive speeding, etc.)? Yes No

Have you ever had a commercial driver's license suspended, revoked, or denied? Yes No

Certifications, Authorizations and Background Checks

By signing below the Driver certifies the truthfulness of the statements contained herein and authorizes the Company and its agents to obtain motor vehicle records, insurance verification, and background checks as necessary to evaluate eligibility for driving assignments.

Driver authorizes release of records and agrees to notify Company within of any change to the information provided, including license suspension, address change, or insurance lapse.

Scope of Work

Payment Terms

Compensation Amount:    Payment Schedule:

Late Payment Fee: If any payment due to the Driver is not made when due, Company may impose a late fee equal to on the outstanding balance, to the extent permitted by applicable law.

Term and Termination

Term Commencement Date:    Term Expiration Date (if any):

Either party may terminate this Statement or any assignment made pursuant to it for convenience upon providing written notice to the other party at least . Termination for cause may be immediate where required by safety concerns or regulatory obligations.

Confidentiality

Driver shall maintain in strict confidence all proprietary, business, customer, route, pricing, and compliance information obtained in connection with assignments performed for the Company, both during and after the term of this Statement. Confidential information does not include information that is or becomes publicly available through no breach by the Driver or is required to be disclosed by law or court order, provided that the Driver gives prompt notice to Company to permit protective measures.

Governing Law; Entire Agreement

This Statement shall be governed by and construed in accordance with the laws of the State/Jurisdiction: , without regard to choice-of-law principles.

This Statement, together with any attachments or addenda executed by the parties, constitutes the entire agreement between the parties with respect to the subject matter herein and supersedes all prior negotiations, understandings, and agreements, whether written or oral.

Certification

I certify under penalty of perjury and other applicable legal sanctions that all statements made in this Driver Information Statement are true and complete to the best of my knowledge. I understand that falsification, omission, or failure to disclose material information may result in denial of assignment, termination of any assignment, and may subject me to civil or criminal liability.

Driver:

By:

Date:

Company Representative:

By:

Date:

Enter text✕

What a Driver Information Statement Is and when it’s used

A Driver Information Statement is a standardized form that collects identifying, licensing, insurance and safety-related details about a driver for employers, insurers, fleet operators, rental agencies, or government-affiliated programs. It centralizes data such as full legal name, date of birth, driver license number, license class and endorsements, current address, vehicle information, insurance policy details, and any relevant certifications or background-check results. Organizations use the statement to verify eligibility, assess risk, document consent for checks, and maintain a compliance record. The form supports secure electronic completion and preserves an audit trail for future verification or dispute resolution.

Why the Driver Information Statement matters for compliance and operations

A clear Driver Information Statement reduces administrative friction, creates a single authoritative record for driver credentials, and supports consistent verification of licensing and insurance status across operations.

Why the Driver Information Statement matters for compliance and operations

Who typically completes or requests a Driver Information Statement

Organizations and individuals request this statement when they need reliable driver credentials, insurance confirmation, or background screening before assigning driving duties or approving coverage.

  • Fleet operators and transportation managers who must verify licensure and endorsements before dispatching drivers.
  • Insurance underwriters and claims teams needing up-to-date policy and vehicle information for risk assessment.
  • Employers and HR teams collecting data for onboarding, compliance checks, and driver qualification files.

The requester should indicate required documents and any authentication steps (ID check, notarization, or eSignature) so the signer knows how to provide a valid, reviewable record.

Step-by-step: filling and submitting the statement

Complete these steps in order to collect and submit an accurate Driver Information Statement.

  • 01
    Gather documents: Collect driver license, insurance card, and any certification documents.
  • 02
    Complete fields: Enter all requested data using specified formats.
  • 03
    Attach proofs: Upload scans or photos of the license and insurance card.
  • 04
    Sign and submit: Execute signature and send to the requesting party for review.

Core components to include in every professional Driver Information Statement

Design the statement to capture identity, licensure, vehicle and insurance details, attestations, authentication steps, and a clear signature block to make records defensible and usable for compliance or claims.

Identity

Full legal name, date of birth, and government ID number to uniquely identify the driver for verification and background checks.

Licensing

Issuing state, license number, expiration date, class, and endorsements so eligibility for vehicle operation can be confirmed.

Vehicle Details

Make, model, year, VIN or plate number and role (personal, company vehicle, rental) to link coverage and incident responsibility.

Insurance Information

Insurer, policy number, coverage limits, and effective dates for underwriting, claims handling, and proof of required coverages.

Attestations

Statements about prior suspensions, accidents, or convictions and consent for verification or background checks where required.

Signature & Audit Trail

Clear signature, date, and a verifiable audit trail (timestamp, IP, authentication method) for evidentiary purposes.

Required data elements at a glance

Name: Full legal name
DOB: MM/DD/YYYY format
License: Number and issuing state
Insurance: Policy number
Vehicle: VIN or plate
Signature: Signed and dated

How submission and review typically flow

A common submission workflow moves the completed statement from the signer to reviewers, then into verification and retention stages.

  • Signer completes: Fills form and attaches documents
  • Employer reviews: Checks license and insurance details
  • Verification: DMV or background checks run as authorized
  • Record retention: Store the verified file with audit trail

Online workflow settings to configure for reliability

Configure these fields and authentication options when setting up the statement in an eSignature platform.

Field Configuration
Signature Type Electronic signature with audit trail
Authentication Email + optional SMS code or KBA
Attachments Require image or PDF of license and insurance
Retention Enable secure, tamper-evident storage

Digital signing and file-format considerations

Choose a signing platform that supports PDF/DOCX uploads, conditional fields, audit trails, and integrations with your HR or claims systems.

  • File formats: PDF and DOCX supported
  • Integrations: Salesforce, NetSuite, Google Workspace
  • Security: AES-256 at rest, TLS 1.2/1.3

Ensure the chosen platform can export signed records with a certificate of completion and allow configurable signer authentication to meet your internal and regulatory requirements.

Common timing expectations and processing notes

Timelines vary by organization and use case; set clear deadlines for receipt, verification, and updates to avoid operational or claims delays.

Onboarding submission:

Provide statement before first driving assignment

Updates on change:

Submit revised details promptly after license or insurance changes

Claims support:

Provide documentation per insurer-specified deadlines

Verification window:

Allow employer time for DMV checks and background verification

Retention scheduling:

Follow your records retention policy after verification

Key milestones from request to retention

Typical milestone sequence shows the request, completion, verification, approval, and secure retention stages for the Driver Information Statement.

01

Request Issued

Requester sends required fields and instructions for completion

02

Driver Completes

Driver fills fields and uploads supporting documents

03

Verification Run

License, insurance, and background checks are performed

04

Approve & Retain

Verified record is approved and stored with audit trail

Common mistakes that delay processing

  • Entering a different name than on the license, which prevents automated verification and requires manual follow-up.
  • Uploading poor-quality images of insurance cards or licenses that are unreadable for verification systems.
  • Failing to include issuing state with license number, which produces mismatches in DMV queries and delays clearance.
  • Skipping the signature or using initials when a full signature is required, making the record noncompliant for some reviewers.

Potential risks and consequences of incorrect information

Claim Denial: Insurance claim denial
Operational Hold: Driver removed from duty
Regulatory Exposure: Fines or citations
Liability: Company legal exposure
Criminal Risk: Falsification may trigger charges
Reputational Harm: Supplier and customer trust impacted

Comparing common eSignature options for executing Driver Information Statements

Basic pricing and capability differences across major eSignature providers help determine fit for volume, compliance, and integration needs.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies Varies Varies Varies
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Practical tips to reduce rework and improve verification speed

Adopt these practices to improve data quality and shorten the verification cycle for Driver Information Statements.

Provide clear instructions
Specify required file formats, image quality, and example entries so signers supply usable documents on the first submission.
Use conditional fields
Show or hide fields based on answers to reduce signer confusion and limit optional data requests.
Require essential attachments
Make uploads of license and insurance mandatory to avoid manual follow-up and verification delays.
Capture audit metadata
Record timestamps, IP addresses, and authentication methods to strengthen evidentiary value and support dispute resolution.

How to update or correct a submitted Driver Information Statement

Follow this grid when a driver needs to revise previously submitted information to maintain an accurate, auditable record.

01

Request revision:

Driver submits updated fields and documents
02

Mark revision reason:

Requester records why the update occurred
03

Verify changes:

Re-run any DMV or insurance checks required
04

Approve or escalate:

Reviewer accepts or requests additional evidence
05

Archive prior version:

Keep prior record with change log for audit
06

Confirm completion:

Notify driver and update central roster

Who can sign or authorize the statement

Employee / Driver

The individual driver signs to attest to accuracy of the provided details and to grant consent for verification or background checks; signature confirms personal responsibility for false statements.

Authorized Manager

A designated supervisor or fleet manager may sign to confirm review and approval of the driver's credentials for assignment or to attest to receipt of supporting documents.

Frequently asked questions about Driver Information Statements

Answers to common questions on completion, authentication, retention, and what to do if documents are rejected.


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