Does this form require a notary?

Most jurisdictions do not require notarization for internal driver information forms. If the form captures legally significant releases or affidavit-style statements, consult state rules; remote online notarization (RON) availability varies by state.

Can the form be signed electronically?

Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted. Ensure consumer-facing disclosures and consent procedures are followed when required.

What consent is needed for MVR checks?

Obtain a clear, dated signature authorizing motor vehicle record retrieval. Many MVR vendors require explicit written consent before providing driving-history reports.

How often should MVRs be run?

Frequency depends on company policy and insurer requirements; common practice is annually, after incidents, or when a role change increases driving exposure.

How long should signed forms be retained?

Retain while employment is active and for a period afterward—commonly 3–7 years—aligning with IRS, HIPAA, or insurer record-retention rules as applicable.

What if the driver gets a suspended license?

Immediate notification procedures should be in place. Remove driving privileges until eligibility is restored and reassess insurance and disciplinary measures.

Electronic Signature
Templates
HR
Employee Driver Information Form

Employee Driver Information Form

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

EMPLOYEE DRIVER INFORMATION FORM

Purpose: This form collects authorizations and driver-related information required for assignment of company vehicles, compliance with applicable safety rules, and the employer's review of motor vehicle records and driving qualifications. The employee must provide complete and accurate responses. Submission constitutes consent to the release of motor vehicle records and to driver-focused background checks and drug/alcohol testing where applicable.

Personal Information

Full Name Date of Birth Home Address

Primary Phone

Email

Employee ID

Emergency Contact

Contact Name

Relationship

Contact Phone

Driver's License Information

License Number

Issuing State

Class / Type

Endorsements

Restrictions

Expiration Date

Commercial Driver's License (CDL) I hold a CDL Hazmat endorsement Tanker endorsement

Vehicle Assignment / Use

Assigned Vehicle (if applicable) Vehicle Identification Number (VIN)

Primary Use of Vehicle Business use Personal use (authorized) Commuting only

Driving History — Accidents and Violations

Have you had any preventable accidents, major violations (e.g., DWI/DUI), or license suspensions in the past five (5) years? Yes No

If yes, provide details (dates, locations, nature of incident, dispositions) List all traffic citations in the last five (5) years

Employment History (for driver qualification)

Current or Most Recent Employer

Company Name Job Title

From

To

Primary Responsibilities Reason for Leaving

Previous Employer

Company Name Job Title

From

To

Primary Responsibilities Reason for Leaving

Education & Training

Highest Degree or Certification Institution Graduation / Completion Date Driver Safety or Other Training Completed

References (Professional)

Reference 1 Reference 2 Reference 3

Legal Disclosures & Authorizations

At-Will Employment: Nothing in this form constitutes a contract of employment. Employment is at-will and may be terminated by either party at any time unless otherwise provided in a separate written agreement signed by an authorized company representative.

Equal Opportunity: The employer is an equal opportunity employer and will not discriminate in the administration of this form or in driver assignment decisions on the basis of protected characteristics.

Motor Vehicle Record (MVR) Release: I authorize the employer and its authorized agents to obtain and review my motor vehicle record and driving history, including but not limited to crashes, violations, suspensions, and license status. I understand that continued eligibility for driving duties is contingent upon satisfactory records.

Consent (check all that apply) I consent to obtain my motor vehicle record I consent to driver-related background checks (including previous employers) I consent to pre-employment and post-incident drug and alcohol testing as required by company policy

Applicant Certification and Acknowledgement

I certify that all information provided on this form is true, complete, and accurate to the best of my knowledge. I understand that any false statement or omission may be grounds for disciplinary action up to and including termination of employment. I authorize the release of information requested by the employer to verify the accuracy of my responses.

Acknowledgement I certify and acknowledge the statements above Authorization to Contact Previous Employers I authorize the employer to contact my previous employers for verification of employment and driver-related records

Employee Name:

Signature:

Date:

What the Employee Driver Information Form Is and When to Use It

The Employee Driver Information Form collects the data an employer needs to assess and manage employees who operate company vehicles or drive for work. Typical entries include employee identification, driver license details, driving history, insurance coverage, vehicle assignment, and emergency contact information. Employers use the form to verify legal authorization to drive, confirm required endorsements or restrictions, satisfy insurance underwriting and fleet risk controls, and support background checks or motor vehicle record (MVR) pulls for safety compliance.

Why a Formal Driver Record Matters for Employers

A standardized Employee Driver Information Form centralizes driver credentials and reduces liability by documenting licenses, endorsements, and insurance details. It supports consistent safety checks, enables required MVR reviews, and creates an auditable record for regulatory or insurance inquiries.

Who Typically Completes or Manages This Form

Employers, human resources, fleet managers, and drivers each play a role in creating, reviewing, and maintaining the Employee Driver Information Form.

Human Resources: Collects form during onboarding and stores verification documents for compliance and payroll.
Fleet Managers: Assigns vehicles, schedules MVR checks, and tracks license expirations and endorsements.
Drivers: Provide accurate license, insurance, and driving-history information and notify employer of changes.

Establish clear ownership for collection, periodic review, and updates to keep records current and defensible.

Essential Sections to Include in a Professional Form

Design the form to capture identity, authorization, vehicle assignment, driving record, insurance status, and consent for checks and disclosures.

Identity

Full legal name, date of birth, employee ID, and government-issued photo ID details to confirm identity and match MVR records.

License Details

Driver license number, issuing state, class/endorsements, expiration date, and any restrictions required for role-specific driving duties.

Driving History

Recent accidents, moving violations, suspensions, and DUI/DWI history for the lookback period required by insurance or company policy.

Insurance

Primary personal auto insurance carrier, policy number, coverage limits, and effective dates to confirm minimum company requirements.

Vehicle Assignment

Assigned vehicle make/model, VIN or plate, and mileage responsibility to document fleet allocation and accountability.

Authorizations

Signed consent for MVR checks, drug testing (if applicable), and acknowledgement of company driving policies and disciplinary actions.

Required Data Elements at a Glance

Legal Name: As on ID

Date of Birth: MM/DD/YYYY

License Number: Alphanumeric

Issuing State: Two-letter state

Insurance Carrier: Company name

Consent: Signed MVR consent

Step-by-Step: Completing the Employee Driver Information Form

Follow these steps in order to collect, verify, and record required driver information consistently.

01

Collect ID: Verify photo ID and license.
02

Capture Details: Enter license, DOB, and address.
03

Obtain Consent: Get written MVR consent.
04

Verify: Run MVR and confirm insurance.

Configuring an Online Workflow for the Form

Set up a repeatable digital workflow: upload the template, add required fields, specify signers, and define periodic review triggers.

Field	Configuration
Driver License Field	Required text field with input mask
Date Fields	MM/DD/YYYY format enforcement
Signature Field	Required signer field with timestamp
Periodic Review	Set reminders for license expiry checks

Where to Submit or Store Completed Forms

Decide on central storage and routing to ensure forms are available to HR, fleet managers, and insurers when needed.

HR Records: Store signed copy in employee file.
Fleet System: Attach form to vehicle assignment record.
Insurance: Provide copy to carrier upon request.
Audit Archive: Keep immutable audit trail for inquiries.

Digital Delivery and Signing Requirements

Choose a platform that supports secure e-signing, access controls, and an audit trail compatible with your compliance needs.

File Formats: PDF, DOCX accepted
Authentication: Email link or SMS code
Audit Trail: Timestamps and IP logging

Ensure the selected system can retain records in tamper-evident form and support periodic exports for insurers or regulators.

Typical Timing and Review Cadence

Establish deadlines for initial collection, periodic rechecks, and immediate reporting of changes to maintain compliance and insurance eligibility.

Initial Submission Deadline:

Before first business driving assignment

License Expiry Check:

At least 30 days before expiration

Periodic MVR Review:

Annually or as policy requires

Incident Reporting:

Within 24–72 hours of accident

Policy Change Notification:

Immediately upon insurance change

Common Mistakes to Avoid When Preparing the Form

Entering nicknames or abbreviated names that do not match the driver license, causing failed MVR matches and delays.
Omitting signed consent for MVR checks, which can prevent access to driving records and hinder underwriting.
Failing to capture license class or endorsements, leading to unauthorized vehicle assignments or regulatory noncompliance.
Not updating insurance or license changes promptly, increasing company exposure and potential coverage denials.

Risks and Potential Consequences of Incomplete or Incorrect Forms

Insurance Denial: Claims may be denied for uninsured drivers

Regulatory Exposure: Fines or enforcement for noncompliance

Increased Premiums: Higher rates after undisclosed violations

Liability Claims: Greater employer responsibility for incidents

Operational Disruption: Vehicle reassignments and staffing gaps

Reputational Harm: Public scrutiny after preventable incidents

Real-World Examples of Digital Driver Forms in Use

Organizations use e-signature platforms to streamline driver onboarding and recordkeeping while keeping an audit trail for insurers and auditors.

Optica Ventures — Brian Fitzgibbons

Optica streamlined customer-facing forms using a digital signing platform.

The interface was simple and easy-to-use.
Brian Fitzgibbons noted the solution improved usability both internally and for external customers while maintaining required compliance controls.

Martin Properties — Tim Martin

Martin Properties moved routine documents online to reduce in-person steps.

Online processing supported mobile signing.
Tim Martin said the ability to execute forms on mobile or offline preserved compliance and increased turnaround for property-related driving assignments.

Frequently Asked Questions about the Employee Driver Information Form

Answers to common questions about notarization, e-signatures, retention, MVR consent, and how to handle updates to driver information.

Need help? Contact support

Does this form require a notary?
Most jurisdictions do not require notarization for internal driver information forms. If the form captures legally significant releases or affidavit-style statements, consult state rules; remote online notarization (RON) availability varies by state.
Can the form be signed electronically?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted. Ensure consumer-facing disclosures and consent procedures are followed when required.
What consent is needed for MVR checks?
Obtain a clear, dated signature authorizing motor vehicle record retrieval. Many MVR vendors require explicit written consent before providing driving-history reports.
How often should MVRs be run?
Frequency depends on company policy and insurer requirements; common practice is annually, after incidents, or when a role change increases driving exposure.
How long should signed forms be retained?
Retain while employment is active and for a period afterward—commonly 3–7 years—aligning with IRS, HIPAA, or insurer record-retention rules as applicable.
What if the driver gets a suspended license?
Immediate notification procedures should be in place. Remove driving privileges until eligibility is restored and reassess insurance and disciplinary measures.

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