Is an electronic signature legally binding?

Yes. Electronic signatures are legally binding in the U.S. under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and reproducible records are present.

When should the form be notarized?

Notarization is usually optional for driver agreements but may be required by state law for certain indemnities. Verify state rules before adding a notarized acknowledgement.

Can I use remote online notarization (RON)?

Many states permit RON with identity proofing and audio-video recording. Confirm your state’s RON rules and retention requirements before relying on RON.

How often must I recheck driving records?

Best practice is at hire and annually; increase frequency after incidents. Document the review interval in the agreement to show consistent enforcement.

How do I update or revoke an agreement?

Amendments should be in writing and signed by both parties. Revoke driving privileges via written notice following procedures in the agreement and preserve records of the notice.

Where should completed forms be stored?

Store signed copies in a secure HR or fleet records system. Maintain retention per IRS, HIPAA (if applicable), and state rules to support audits and claims.

Electronic Signature
Templates
HR
Employee Driver Agreement Form

Employee Driver Agreement Form

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

EMPLOYEE DRIVER AGREEMENT FORM

This Employee Driver Agreement ("Agreement") is entered into between Employer Name: and Employee Name: . The effective date of assignment is .

Personal Information

Full Legal Name Home Address Phone Email

Position & Vehicle Assignment

Job Title / Role Department Reporting Manager

Start Date: Compensation (hourly or salary):

Assigned Vehicle(s)

Driver License & Record

Driver's License Number

Issuing State: License Expiration: Endorsements / Class:

I authorize the Employer to obtain and review my driving record and motor vehicle report (MVR) prior to and during my employment. I acknowledge that continued eligibility to drive for the Employer is conditional upon an acceptable driving record.

Permission to obtain MVR and driving history I consent to periodic MVR checks and driving history verification.

Authorized Use, Safety & Prohibitions

The employee shall operate Employer vehicles only for authorized business purposes unless explicit written permission for personal use is granted. Employee must comply with all applicable federal, state, and local laws, traffic regulations, and Employer policies while operating any company vehicle.

Strict prohibitions: operating a company vehicle while under the influence of alcohol or drugs, possessing an open container of alcohol, texting while driving, or operating the vehicle in a negligent manner that endangers persons or property. The employee must wear seat belts at all times and secure all loads to prevent shifting.

Acknowledge safety and prohibitions I have read, understand, and will comply with the safety rules and prohibitions stated above.

Accident Reporting & Maintenance

The employee must immediately report all accidents, traffic citations, vehicle damage, or mechanical issues to the reporting manager and follow Employer reporting procedures. Failure to report or intentionally concealing an incident may result in disciplinary action, up to and including termination.

Describe any prior accidents, major violations, or vehicle incidents in the past 5 years Daily / Pre-trip Inspection Responsibility

Insurance, Liability & Indemnity

Employer maintains automobile insurance for company vehicles. Such coverage is primary for business use as defined by Employer policy. The employee may be held responsible for losses resulting from gross negligence, intentional misconduct, or use of a vehicle in violation of this Agreement. The employee agrees to cooperate with insurer and Employer investigations and to execute documents necessary to process claims.

Acknowledgement of insurance and liability provisions I acknowledge the insurance, liability, and indemnity provisions set forth above.

Employment History (Most Recent Employers)

Employer 1 - Company Name Primary responsibilities Reason for leaving Employer 2 - Company Name Primary responsibilities Reason for leaving

Education

Highest Degree or Certification Institution Graduation Date

References (Professional)

Reference 1 Reference 2 Reference 3

Legal Disclosures & Policies

At-Will Employment: Employment with the Employer is at-will unless otherwise set forth in a separate written agreement signed by an authorized representative of the Employer. Either party may terminate employment at any time, with or without cause or notice, subject to applicable law.

Equal Opportunity: Employer is an equal opportunity employer. Employment decisions will be made without regard to protected characteristics as defined by applicable law.

Acknowledgement of At-Will and EEO policy I acknowledge and understand the At-Will Employment and Equal Opportunity statements above.

Authorization & Certification

I certify that the information provided in this Agreement and accompanying documents is true and complete to the best of my knowledge. I authorize the Employer and its agents to contact prior employers, references, licensing authorities, and insurance carriers to obtain any information relevant to my fitness and eligibility to operate company vehicles. I understand that falsification or omission of material facts may be grounds for disciplinary action, including termination.

Authorization to Contact I authorize Employer to contact previous employers, references, and licensing authorities as necessary. Authorization for Background and MVR Checks I authorize pre-employment and ongoing background checks, including motor vehicle record inquiries.

Disciplinary Action & Termination of Driving Privileges

Employer may suspend or terminate the employee's driving privileges for safety violations, license suspension or revocation, conviction of serious traffic offenses, or violation of Employer policies. Such suspension or termination of driving privileges may also result in disciplinary action up to and including termination of employment.

Consequences Acknowledgement I understand the disciplinary consequences for violations of this Agreement.

Additional Terms

Mileage Reimbursement or Personal Use Terms Additional Provisions or Exceptions

Applicant Certification

I certify that all information provided in this Agreement is true and complete. I understand that signing this Agreement constitutes my consent to the terms and to the background and MVR checks described herein.

Employee Statement I certify under penalty of perjury that the information provided is true and correct.

Employee Printed Name:

By:

Date:

Employer Representative:

By:

Date:

What the Employee Driver Agreement Form Is

The Employee Driver Agreement Form is a written contract that sets terms for an employee's permission to operate a company or personal vehicle for work. It documents eligibility criteria, required licenses and insurance, permitted vehicle use, safety rules, background and motor-vehicle-record checks, reporting obligations for accidents or violations, indemnity and reimbursement provisions, and the effective period. The form clarifies employer and employee responsibilities and creates a record for risk management, insurance, and HR compliance. Signatures from both employer and employee formalize acceptance of the listed terms.

Why a Formal Agreement Matters for Driver Safety and Liability

A clear Employee Driver Agreement reduces legal exposure, documents insurance requirements, and enforces consistent safety standards. It helps employers verify driver eligibility, satisfy insurer inquiries, and provide evidence of policy notice and consent in the event of a claim or disciplinary action.

Who Typically Completes and Signs This Form

Employers, HR teams, and fleet managers typically prepare the form before permitting employees to drive for work.

Small and mid-size employers who assign vehicles or reimburse mileage for employees on business errands or deliveries.
Fleet and transportation managers requiring consistent driver screening, periodic MVR reviews, and vehicle-assignment records.
Human resources or risk teams enforcing insurance coverage, training, and post-accident reporting requirements with documentation.

The completed form becomes part of the employee file and is referenced for ongoing monitoring, incident handling, and renewal checks.

Essential Sections to Include in a Professional Agreement

A professional Employee Driver Agreement contains clear eligibility rules, insurance and reporting requirements, permitted use definitions, disciplinary measures, data and privacy notices, and signature blocks for all parties.

Driver Eligibility

State required licenses, minimum age, acceptable driving record thresholds, and any disqualifying violations or convictions the employer will review.

Authorized Use

Define business versus personal use, geographic limits, permitted passengers, and restrictions on use during off-duty hours or for secondary employment.

Insurance Requirements

Specify minimum liability limits, required policy endorsements, proof of coverage frequency, and employer versus employee coverage responsibilities.

Safety & Compliance

List required training, seatbelt and mobile device policies, cargo/security rules, pre-trip inspections, and steps after accidents or citations.

Background Checks

Describe motor vehicle record (MVR) checks frequency, consent for driving-history reviews, and how results affect continued driving privileges.

Discipline & Indemnity

Include progressive discipline steps, reimbursement for damage due to negligence, indemnification clauses, and termination consequences for policy breaches.

Step-by-Step: Filling Out the Employee Driver Agreement Form

Follow these practical steps to complete and validate the agreement before authorizing driving privileges.

01

Gather documents: Collect license and insurance proof before starting the form.
02

Enter personal data: Fill legal name, DOB, license details, and address.
03

Confirm policies: Read permitted use and safety requirements carefully.
04

Sign and store: Sign, date, and save a copy to the employee file.

Configuring an Online Workflow for This Form

Set up a digital workflow so the form routes automatically for review, verification, and signature.

Field	Configuration
Assign Reviewer	HR or fleet manager reviews completed fields.
Auto MVR Check	Trigger periodic motor-vehicle-record pulls via vendor integration.
Signature Order	Employee signs first, then manager or HR countersigns.
Storage Location	Save final PDF to HR folder in secure cloud storage.

Where to Send or File the Completed Form

Determine routing that supports verification, access control, and auditability before authorizing driving privileges.

HR Records: Store signed copy in employee personnel file for compliance.
Fleet Manager: Provide a copy to the fleet manager for assignment tracking.
Insurance Provider: Share proof of coverage with insurer if requested.
Secure Archive: Retain a tamper-evident electronic copy for the retention period.

Digital Signing and Distribution Considerations

Choose a signing and storage platform that supports reliable audit trails, secure storage, and required integrations.

File Formats: PDF and DOCX supported for reliable exports.
Authentication: Email, SMS code, or advanced signer verification.
Integrations: Connect with HRIS, cloud storage, and fleet systems.

Ensure the chosen platform supports ESIGN/UETA-compliant audit logs, optional HIPAA safeguards where applicable, and retention workflows aligned to regulatory requirements.

Key Deadlines and Timing Expectations

Observe these common timing rules when issuing or renewing driver agreements.

Before Vehicle Assignment:

Complete agreement and verify license and insurance prior to vehicle use.

MVR Review Frequency:

Run MVR checks at hire and at least annually or after incidents.

Accident Reporting:

Report accidents to employer and insurer within 24 to 48 hours.

Policy Renewal:

Reauthorize the agreement on material policy changes or license updates.

Record Retention Start:

Retention periods begin on the agreement's execution date or last effective date.

Common Preparation Mistakes to Avoid

Using informal or ambiguous language about permitted use, which creates gaps in enforceability and insurer interpretation.
Failing to verify the issuing state and number of a driver's license before assigning a vehicle for business use.
Relying on verbal assurances instead of a signed agreement, which weakens evidence during claims or disciplinary actions.
Neglecting periodic MVR reviews and updates, allowing ineligible drivers to continue operating company vehicles.

Penalties and Risks from an Incomplete or Incorrect Form

Increased Liability: Greater employer exposure in civil claims

Insurance Denial: Policy or claim denial for noncompliance

Regulatory Fines: Potential fines or administrative penalties

Civil Litigation: Higher risk of lawsuits and settlements

Disciplinary Action: Employee discipline or termination

Reputational Harm: Negative impact on business reputation

eSignature Pricing and Feature Snapshot for This Form

Compare common plan attributes for signing and managing Employee Driver Agreement Forms; signNow is listed first per platform comparison.

	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

Frequently Asked Questions About Employee Driver Agreement Forms

Answers to common legal and practical questions about signing, notarization, updates, and recordkeeping for driver agreements.

Need help? Contact support

Is an electronic signature legally binding?
Yes. Electronic signatures are legally binding in the U.S. under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and reproducible records are present.
When should the form be notarized?
Notarization is usually optional for driver agreements but may be required by state law for certain indemnities. Verify state rules before adding a notarized acknowledgement.
Can I use remote online notarization (RON)?
Many states permit RON with identity proofing and audio-video recording. Confirm your state’s RON rules and retention requirements before relying on RON.
How often must I recheck driving records?
Best practice is at hire and annually; increase frequency after incidents. Document the review interval in the agreement to show consistent enforcement.
How do I update or revoke an agreement?
Amendments should be in writing and signed by both parties. Revoke driving privileges via written notice following procedures in the agreement and preserve records of the notice.
Where should completed forms be stored?
Store signed copies in a secure HR or fleet records system. Maintain retention per IRS, HIPAA (if applicable), and state rules to support audits and claims.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now