Can this form be signed electronically?

Yes. Electronic signatures are legally effective under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the signature shows intent, consent is documented, the signer is attributable, and the record can be retained and reproduced. Consumer-facing records may require ESIGN disclosures.

Do I need employee consent for MVR checks?

Yes. Obtain explicit, dated consent on the form before requesting motor vehicle records. Documented consent protects the employer and meets most vendor and insurer requirements for lawful access to MVR data.

How often should I recheck driving records?

Common practice is an initial pre-employment check, then at least annual rechecks, and additional checks after incidents, moving violations, or when insurer policies require more frequent monitoring.

Can the form include medical information or PHI?

Limit medical details on the driving form. If health information is required, handle it under HIPAA-compliant procedures and a BAA where applicable; retain clinical records separately and only as authorized.

What if the license information is incorrect?

Incorrect license details can cause MVR mismatches and delays. Promptly update the form, obtain reauthorization if needed, and rerun MVR checks to ensure accurate records before assigning driving duties.

How long must I keep completed forms?

Retain forms for at least three years post-termination to cover typical audit and tax windows (IRC §6501(a)). If forms include PHI retain for six years under HIPAA (45 CFR §164.530(j)); check state rules for longer periods.

Electronic Signature
Templates
HR
Employee Driving Record Form

Employee Driving Record Form

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

EMPLOYEE DRIVING RECORD FORM

Purpose: This form authorizes the employer to obtain and review motor vehicle records and driving history as required to determine eligibility to operate company vehicles or personal vehicles for company business. Information provided will be used for employment, safety and insurance decisions.

Personal Information

Employee Name:

Current Address Contact Information

Date of Birth: Driver's License Number: Issuing State:

License Class/Endorsements: License Expiration:

Company Employee ID (if applicable)

Position and Vehicle Assignment

Job Title Department / Reporting Manager

Hire Date: Employment Status: Full-time Part-time Contractor

Vehicle Assigned / Use Primary Driving Duties

Expected Driving Frequency: Estimated Weekly Mileage:

Employment History (Most Recent First)

Employer 1 — Company Name

Title: From: To:

Primary Responsibilities Reason for Leaving Employer 2 — Company Name

Title: From: To:

Primary Responsibilities Reason for Leaving

Education and Training

Highest Degree or Certification Additional Training / Driver Safety Courses

Professional References

Reference 1 Reference 2 Reference 3

Driving History — Accidents and Violations

Have you had any at-fault accidents in the last 5 years? Yes No

If yes, describe each accident (date, location, vehicle used, injuries, employer- or personal-vehicle)

Have you been convicted of traffic violations in the last 5 years? Yes No

If yes, list violations (date, statute/charge, disposition, state)

History of license suspension, revocation, or cancellation: Yes No

If yes, provide dates and reasons

Authorization, Consent and Certification

I, the undersigned employee, authorize the Employer and its authorized representatives to obtain my motor vehicle record and driving history from any state motor vehicle agency and to obtain any additional driving or accident information from law enforcement, insurers, or prior employers as necessary to evaluate my qualifications to operate motor vehicles on behalf of the Employer. I understand that the information obtained will be used for employment, insurance, safety, and compliance decisions.

I release all persons, companies and organizations from any liability that may result from the disclosure of records or information related to my driving history, and I waive any claims against the Employer for obtaining such information in accordance with this authorization. I understand that false or misleading statements, omissions, or failure to disclose relevant driving history may result in disciplinary action up to and including termination and may disqualify me from driving company vehicles or driving on company business.

I expressly consent to periodic and ongoing motor vehicle record checks during my employment. I agree to notify my supervisor and Human Resources within five (5) business days of any change in my license status, any traffic citations, convictions, or accidents that occur while employed with the Company.

I also authorize the Employer to contact the employers listed in this form for the purpose of verifying employment history and driving history. I understand that the Employer may use third-party vendors to obtain background and driving record information and that this authorization permits such disclosures.

Equal Opportunity and At-Will Employment: The Employer is an equal opportunity organization. Nothing in this form modifies the at-will employment relationship between employee and Employer, unless a written agreement signed by both parties explicitly states otherwise.

Employee Certification

Employee Printed Name:

Signature:

Date:

What the Employee Driving Record Form Is

The Employee Driving Record Form is a standardized internal HR document used to collect and verify an employee's motor vehicle history when job duties include driving a company vehicle or operating personal vehicles for work. It typically records full name, driver's license number and state, license class and endorsements, expiration date, vehicle insurance details, prior moving violations, at-fault accidents, license suspensions or revocations, and employer authorization for motor vehicle record checks. Employers use it to assess driving risk, determine insurability, and comply with safety and insurance requirements.

Why a Standard Form Matters

Use the Employee Driving Record Form to document driving qualifications, meet insurer requirements, and reduce fleet liability. A consistent form streamlines background checks, supports consistent hiring decisions, and creates a verifiable record for disciplinary or claims processes.

Who Typically Completes and Reviews It

HR teams, fleet managers, and safety officers use the Employee Driving Record Form to screen and monitor drivers consistently during hiring and periodic reviews.

Human resources: verify license status, endorsements, and eligibility to operate company vehicles.
Risk management: evaluate prior violations and accidents to inform insurance and assignment decisions.
Operations supervisors: track driver authorizations, training, and vehicle assignment history.

Regular use helps standardize decisions, document compliance, and provide evidence in incident investigations or insurer requests.

Quick Steps to Complete the Form

Follow these steps to complete and verify the Employee Driving Record Form accurately before running motor vehicle record (MVR) checks.

01

Collect ID: Obtain government ID and license number.
02

Enter Details: Record license class, endorsements, and expiration.
03

Obtain Consent: Have employee sign consent for MVR check.
04

Record Verification: Log MVR source, date, and verifier initials.

Core Sections a Professional Form Should Include

A professional Employee Driving Record Form combines clear fields, consent language, verification steps, and fields for insurance and prior driving history to support consistent reviews.

Identification

Full legal name, date of birth, and driver's license number with issuing state. Accurate identification enables correct MVR retrieval and prevents mismatches when querying vendors.

License Details

Class, endorsements, expiration date, and any restrictions or suspensions. These fields determine eligibility for specific vehicle types and necessary training or limitations.

Insurance

Current insurance carrier, policy number, coverage limits, and policy dates. Verifying insurance supports claims handling and confirms minimum coverage for company operations.

Driving History

Chronological list of moving violations, at-fault accidents, and license suspensions with dates. A detailed record supports risk scoring and disciplinary review when incidents occur.

Employer Consent

Clear, signed authorization allowing the employer to obtain motor vehicle records and to store records electronically; include signature, printed name, and date.

Verification Log

Space for verifier name, date of record pull, vendor used, and notes about discrepancies or follow-up actions required for remediation.

Required Fields at a Glance

Employee Name: Full legal name

Date of Birth: MM/DD/YYYY

Driver's License: Number and class

Issuing State: Two-letter state

Insurance Info: Carrier and policy

Driving History: Violations and accidents

How the Form Moves Through Your Process

Typical routing: form collection, authorization, MVR pull, and recording results for HR and risk teams to review.

Collect Form: Employee completes fields and signs authorization.
Submit to HR: HR uploads form to personnel file or LMS.
Run MVR: Authorized vendor retrieves motor vehicle record.
Document Results: Attach MVR and note eligibility or restrictions.

Configuring an Online Version

Configure an online form to collect fields, require consent, and automate MVR requests through your eSignature platform.

Field	Configuration
Full Name	Required; single-line field
Driver's License	Required; mask except last four
Consent Checkbox	Require checked with timestamp
Verification Notes	Optional multi-line for verifier

How to Share and Sign Securely

Share the Employee Driving Record Form via secure HR systems, email with protected attachments, or an eSignature platform that supports audit trails.

Email: Encrypted attachment or secure link
HRIS Upload: Store form in employee record
eSignature: Use certified audit trail and retention

Timelines and When to Recheck Records

Set clear timelines for initial checks, periodic rechecks, and ad hoc investigations triggered by incidents or insurer inquiries.

Pre-employment check:

Run before first day of driving duties.

Annual recheck:

Conduct at least once every 12 months.

Post-incident review:

Run after accidents, violations, or complaints.

License expiration monitoring:

Alert before license expiration dates.

Insurer audits:

Provide records within insurer-designated timeframe.

Key Processing Stages

Key milestones guide collection, authorization, verification, and final record storage for the Employee Driving Record Form.

01

Collection & Consent

Employee completes form and signs consent for MVR retrieval.

02

Identity Verification

HR confirms license and ID before running MVR check.

03

MVR Retrieval

Authorized vendor pulls motor vehicle records and returns report.

04

Decision & Storage

Document driver eligibility, assign restrictions, and archive signed form.

Common Errors to Avoid

Incomplete license details: omitting issuing state or expiration prevents accurate MVR retrieval and may delay hiring or assignment decisions.
Failure to obtain signed consent: running an MVR without documented authorization can breach ESIGN disclosure expectations and expose the employer to legal risk.
Not updating records after incidents: failing to log suspensions or accidents promptly can result in unqualified drivers operating vehicles and increased liability.
Using insecure sharing methods: sending unencrypted forms by regular email risks exposure if the form contains health-related notes or disability information.

Possible Consequences of Poor Recordkeeping

Insurance Liability: Higher premiums or claim denial

Negligent Hiring: Civil liability for negligence

Regulatory Fines: State penalties possible

Operational Risk: Unauthorized drivers on road

Reputational Harm: Public disclosure risk

Recordkeeping Violations: Retention noncompliance fines

Saving, Exporting, and Attaching Supporting Documents

Export completed Employee Driving Record Forms as standard files and collect supporting documents for complete records management and audit readiness.

PDF

Save a flattened PDF for immutable records. Ensure the audit trail is embedded and retained with the file for evidentiary support.

DOCX

Keep an editable DOCX copy for internal templates or future revisions; mark as controlled and update version numbers when making changes.

CSV

Export key fields to CSV for reporting, analytics, and insurer submission; protect CSV exports with role-based access controls and encryption.

How This Form Differs from Related Documents

Compare common document types to choose the correct form and understand overlapping requirements or additional documents you may need.

Document Type	Primary Use	Required Elements
Employee Driving Record Form	screening drivers	name, dl, insurance, consent
MVR Consent Form	authorize mvr pull	consent language, signer info
Driver Qualification File (DQF)	dot compliance for cdl roles	medical certificate, driving history
Employment Application	hiring assessment	job history, license info

eSignature Vendor Pricing Snapshot for This Use Case

Compare common vendor pricing and feature signals relevant to signing and storing Employee Driving Record Forms. signNow is listed first per comparison format requirements.

	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 by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes (Business Premium)	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions

Answers to common questions about completing, signing, and storing the Employee Driving Record Form securely.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures are legally effective under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the signature shows intent, consent is documented, the signer is attributable, and the record can be retained and reproduced. Consumer-facing records may require ESIGN disclosures.
Do I need employee consent for MVR checks?
Yes. Obtain explicit, dated consent on the form before requesting motor vehicle records. Documented consent protects the employer and meets most vendor and insurer requirements for lawful access to MVR data.
How often should I recheck driving records?
Common practice is an initial pre-employment check, then at least annual rechecks, and additional checks after incidents, moving violations, or when insurer policies require more frequent monitoring.
Can the form include medical information or PHI?
Limit medical details on the driving form. If health information is required, handle it under HIPAA-compliant procedures and a BAA where applicable; retain clinical records separately and only as authorized.
What if the license information is incorrect?
Incorrect license details can cause MVR mismatches and delays. Promptly update the form, obtain reauthorization if needed, and rerun MVR checks to ensure accurate records before assigning driving duties.
How long must I keep completed forms?
Retain forms for at least three years post-termination to cover typical audit and tax windows (IRC §6501(a)). If forms include PHI retain for six years under HIPAA (45 CFR §164.530(j)); check state rules for longer periods.

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