Do employees have to sign?

Yes. A signed authorization documents the employee’s consent to access motor vehicle records and supports lawful use. For consumer-report contexts, follow applicable disclosure rules before obtaining consent.

Can the form be e-signed?

Yes. Electronic signatures are generally valid under ESIGN and UETA provided intent, consent, attribution, and retention requirements are met and any industry-specific disclosures are included.

Is notarization required?

Not typically required for MVR authorizations in most states, but some employers or states may request notarization; confirm state rules and policy before requiring it.

How long is consent valid?

Consent validity depends on the effective and expiration dates specified in the authorization; recurring monitoring should explicitly state renewal or termination terms.

Who stores the record?

Employers should store signed authorizations and received MVRs in the employee file with access controls and a documented retention schedule appropriate to regulatory obligations.

What if information is inaccurate?

If an MVR contains errors, follow vendor or DMV dispute procedures promptly and document steps taken to verify and correct the information before taking adverse employment action.

Electronic Signature
Templates
HR
Employee Driving Record Authorization

Employee Driving Record Authorization

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

EMPLOYEE DRIVING RECORD AUTHORIZATION

Employer Information

Employer Name Employer Address

Personal Information

Full Legal Name Home Address

Telephone

Email

Position Information

Position / Title Department

Reporting Manager

Proposed Start Date

Driver Information

I, , born , authorize the employer identified above to obtain my driving record.

Driver's License Number

Issuing State

Class / Endorsements

License Expiration Date

Primary Use (e.g., personal, commercial, both)

Will the employee operate a company-owned or leased vehicle? Yes No

Authorization and Consent

I authorize my employer, its agents, insurance carriers and designated third-party administrators to obtain a copy of my motor vehicle record, driving abstract, and related information (collectively "driving record") for employment purposes including evaluation of driving qualifications, insurance underwriting, loss control, safety, and compliance with regulatory requirements. This authorization expressly includes information regarding convictions, suspensions, revocations, accidents, and any other driving-related records.

I understand that the driving record will be used only for legitimate employment-related purposes and that adverse employment action may be based upon information contained in the driving record consistent with employer policy. I further understand that falsification, omission, or misrepresentation of information may result in denial of employment or termination.

I hereby release and hold harmless my employer, its agents, and any person or entity providing driving record information from any liability arising from the release or use of such information, to the extent permitted by law.

This authorization is valid for the duration of my employment and for a period of one year after separation for the purpose of post-employment claims. I further consent to reissuance of this authorization and to periodic driving record checks during my employment as a condition of employment.

Periodic checks for driving record information: I consent I do not consent

Background and Employment History

I authorize my current and former employers to disclose my driving, employment and disciplinary records to my employer and its agents for the purpose of evaluating my suitability to operate a motor vehicle for business-related duties.

Previous Employer 1 - Company Name

Responsibilities Reason for Leaving Previous Employer 2 - Company Name

Responsibilities Reason for Leaving

Education

Highest Degree Institution Graduation Date

References

Reference 1 - Name

Reference 2 - Name

Reference 3 - Name

Legal Disclosures and Certifications

At-Will Employment: I understand that, unless otherwise provided in a written agreement signed by an authorized representative of the employer, my employment is at-will and may be terminated by me or the employer at any time, with or without cause or notice.

Equal Opportunity: The employer is an equal opportunity employer. Decisions regarding hiring and continued employment will be made in accordance with applicable law and without unlawful discrimination.

Applicant Certification: I certify that the information provided on this form is true, complete and correct to the best of my knowledge. I understand that any misrepresentation or omission may disqualify me from employment or, if employed, may result in disciplinary action up to and including termination.

Authorization to Contact: I authorize the employer to contact references, previous employers, licensing authorities, insurance carriers and other entities as necessary to verify the information provided and to obtain driving, employment and other background information as permitted by law.

By signing below I acknowledge receipt of this authorization and consent to the release of my driving record to the employer and its authorized agents for employment-related purposes.

Employee Name:

Signature:

Date:

What an Employee Driving Record Authorization Is and When it’s Used

An Employee Driving Record Authorization is a signed permission form that allows an employer or authorized third party to request and receive an employee’s motor vehicle record (MVR) from stateDMV sources or commercial screening vendors. The authorization documents the employee’s consent, provides identifying details needed to locate the correct record, and records the purpose for the request such as safety screening, fleet eligibility, or insurance underwriting. Properly completed authorizations support compliance with background-check laws and help employers make informed driving-related employment decisions while creating an audit trail for future review.

Why a Clear Authorization Matters for Employers

A written driving-record authorization creates legal consent, reduces dispute risk, and documents the employer’s legitimacy for requesting sensitive motor vehicle information. It helps employers meet screening, insurance, and safety policy requirements while preserving an audit trail of who approved and when.

Who Typically Completes This Authorization

Employers and administrators across several functions require properly signed authorizations before ordering motor vehicle records.

HR and Talent Acquisition teams performing prehire driving checks or routine rechecks
Fleet and Safety Managers for ongoing driver qualification and insurance compliance
Third-party background-screening vendors collecting records on behalf of employers

Use the same authorization form for one-time requests or recurring MVR monitoring programs; retain a copy in the employee file.

Primary Signers and Administrators

Fleet Manager

A Fleet Manager signs or requests the authorization as part of driver qualification and ongoing monitoring. They ensure the form lists the correct employee details, the scope of the check, and the valid timeframe for recurring pulls.

HR or Safety Director

HR or Safety Directors use the authorization to document consent, link MVR results to hiring or disciplinary policies, and to verify that the information collected is used only for the stated employment purpose.

Core Elements to Include in a Professional Authorization

A well-drafted Employee Driving Record Authorization balances concise identity fields with explicit consent language, a clear purpose statement, retention instructions, and signature metadata to support legal and compliance needs.

Employee Identity

Full legal name, date of birth, driver’s license number, issuing state, and current address to ensure the correct motor vehicle record is located and matched.

Scope of Consent

Explicit permission covering one-time requests or ongoing monitoring, and the types of records authorized (MVR, violation history, suspension status).

Purpose Statement

A concise explanation of the employment-related purpose such as hiring, continued employment, fleet assignment, or insurance underwriting.

Duration & Revocation

The effective date, expiration or renewal terms, and instructions for employee revocation of consent, including any administrative notice requirements.

Signature Details

Signed name, date signed, printed name, and a signer role or relationship line; include witness or notarization lines if required by policy or state law.

Disclosure & Acknowledgment

Notice of consumer rights where applicable, a statement about the use of information, and acknowledgment that falsification may be grounds for discipline.

Required Data Fields at a Glance

Legal Name: Exact name on government ID

Date of Birth: MM/DD/YYYY

Driver’s License: Number and issuing state

Purpose: Employment screening reason

Duration: Effective and expiration dates

Signature: Signed by employee

Step-by-Step: Completing the Authorization

Follow these steps to complete the form accurately and reduce processing delays when requesting a motor vehicle record.

01

Enter identity: Provide full legal name, DOB, and DL details.
02

State the purpose: Select hiring, monitoring, or insurance use.
03

Choose duration: Indicate one-time or recurring authorization.
04

Sign and date: Employee signs; record the date and witness if required.

Customizing an Online Authorization Workflow

When automating the form, configure identity checks, field validation, retention, and routing to preserve accuracy and compliance.

Field Validation	Require DL number format and MM/DD/YYYY for dates
Authentication	Email OTP or SSO for signer verification
Conditional Fields	Show notarization only when state requires it
Retention Policy	Auto-archive after configured retention period
Routing	Send signed copy to HR and to vendor

Typical Request and Delivery Flow

These steps summarize how an authorization leads to a completed motor vehicle record retrieval and filing.

Form Completion: Employee fills and signs authorization online or on paper.
Verification: Employer validates identity and required fields.
Record Request: Employer or vendor submits MVR request to state DMV or data vendor.
Receipt & Storage: MVR delivered, reviewed, and stored in the personnel file.

Digital Signing and Submission Considerations

Use an eSignature platform that supports secure authentication, audit trails, and the formats your vendor accepts.

File Formats: PDF or DOCX accepted by most vendors
Authentication: Email OTP, SMS, or SSO available
Audit Trail: Capture IP, timestamp, and signer metadata

Timing and Processing Expectations

Processing times vary by state and vendor; plan for the full cycle so hiring and fleet decisions are not delayed.

Immediate Receipt:

Some commercial vendors return MVRs within hours for recent events

State DMV Timing:

Allow 3–10 business days for manual DMV requests; electronic interfaces are often faster

Recurring Monitoring:

Set monitoring frequency monthly, quarterly, or annually per policy

Retention Start:

Retention begins on the authorization or record receipt date

Revocation Effect:

Revocation stops future pulls but may not retroactively remove stored records

Common Mistakes to Avoid

Incomplete or partial driver’s license numbers that return no match and delay safety clearances.
Using ambiguous purpose language such as 'personnel review' instead of 'driver qualification' or 'insurance screening'.
Failing to include an expiration or renewal term and unintentionally authorizing indefinite monitoring.
Not recording the signed copy in the employee file or failing to log the audit trail for later review.

Legal and Compliance Risks to Consider

FCRA Obligations: Consumer-report rules may apply to background checks

Privacy Violations: Unauthorized disclosure can breach privacy policies

HIPAA Exposure: Healthcare-related uses require HIPAA safeguards

State Law Conflicts: Some states impose additional consent requirements

Recordkeeping Failures: Poor retention can hinder audits and defenses

Disciplinary Risk: Inaccurate use of MVRs can lead to wrongful employment actions

eSignature Provider Comparison for Authorizations

Compare core pricing and compliance features when choosing an eSignature provider for distributing and storing driving record authorizations.

	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	Yes, 7-day trial	No	No	No	No
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Real-World Examples of Use

These short examples show how different organizations use an Employee Driving Record Authorization in practice.

Optica Ventures (COO)

A small property management firm needed faster driver checks for contractors

Used a standardized authorization for all field staff
The firm reduced onboarding time and centralized MVR storage to support future insurance audits and reduce administrative follow-up.

Martin Properties (Founder)

A residential services company required recurring MVRs for delivery drivers

Implemented ongoing consent with renewal dates
This ensured timely safety reviews, aligned insurance premiums with actual driver records, and improved fleet-safety reporting.

Frequently Asked Questions and Practical Answers

Answers to common questions about completing, signing, and managing Employee Driving Record Authorizations in a compliant manner.

Need help? Contact support

Do employees have to sign?
Yes. A signed authorization documents the employee’s consent to access motor vehicle records and supports lawful use. For consumer-report contexts, follow applicable disclosure rules before obtaining consent.
Can the form be e-signed?
Yes. Electronic signatures are generally valid under ESIGN and UETA provided intent, consent, attribution, and retention requirements are met and any industry-specific disclosures are included.
Is notarization required?
Not typically required for MVR authorizations in most states, but some employers or states may request notarization; confirm state rules and policy before requiring it.
How long is consent valid?
Consent validity depends on the effective and expiration dates specified in the authorization; recurring monitoring should explicitly state renewal or termination terms.
Who stores the record?
Employers should store signed authorizations and received MVRs in the employee file with access controls and a documented retention schedule appropriate to regulatory obligations.
What if information is inaccurate?
If an MVR contains errors, follow vendor or DMV dispute procedures promptly and document steps taken to verify and correct the information before taking adverse employment action.

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