Can this agreement be signed electronically?

Yes. Electronic signatures are enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention are satisfied.

Is notarization required for the agreement to be valid?

In most states notarization is not required for employment agreements, but specific company policies or state rules may recommend notarization for certain attachments; verify with counsel or state requirements.

Who should sign on the employer side?

An authorized company representative—typically a fleet manager, operations director, or HR officer—should sign. Ensure signatory authority is documented to avoid challenges to enforceability.

What happens if the driver’s CDL changes after signing?

Include a notice-and-update clause requiring drivers to report license status changes promptly; failure to notify may be grounds for suspension or termination under the agreement.

How can the agreement be revoked or canceled?

Follow the termination clause: provide required notices, return company property, and settle outstanding pay. For electronic records, document cancellation in the archive and retain records per retention policy.

How long should I keep signed agreements?

Retain signed agreements for the active term plus at least three years; follow IRS rules (IRC §6501(a)) and industry-specific rules such as HIPAA six-year retention when applicable.

Electronic Signature
Templates
HR
Employee Trucking Agreement

Employee Trucking Agreement

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

EMPLOYEE TRUCKING AGREEMENT

Parties

This Employee Trucking Agreement (the Agreement) is entered into between:

Employer Name Employer Address

and

Employee Name Employee Address

Position & Classification

Employee is engaged as: in the department: reporting to: .

Employment Classification

Full-Time Part-Time Contract/Owner-Operator

Agreed Start Date

Compensation & Expenses

Employee will be compensated as follows (select applicable and complete fields):

Pay Structure

Per-mile: $ per mile
Salary: $ per year
Hourly: $ per hour

Per Diem / Meals / Lodging Expense Reimbursement

Equipment, Fuel Card & Maintenance

Employer may assign equipment to Employee. Employee responsibilities include safe operation, routine inspections, and timely reporting of defects. Employer may retain ownership of vehicle and equipment.

Assigned Unit / Tractor Fuel Card / Account Number

Licensing, Medical & Compliance

Employee represents and warrants possession of a valid Commercial Driver's License (CDL) and all required endorsements and medical certifications. Employee must comply with Department of Transportation regulations, company drug and alcohol testing policies, electronic logging device (ELD) requirements, and all safety procedures.

CDL Number State of Issuance DOT Medical Certificate Expiration

Safety, Conduct & Discipline

Employee must adhere to employer safety policies, maintain accurate trip and service records, and follow dispatcher directions consistent with applicable law. Violations of safety rules, evidence of substance abuse, falsification of logs, or other misconduct may result in immediate suspension or termination for cause.

Insurance, Liability & Indemnification

Employer maintains commercial liability and cargo insurance as required by law. Employee shall cooperate in all claims and accident investigations. Employee agrees to indemnify Employer for willful misconduct, fraud, or intentional damage by Employee. Employer may withhold compensation to satisfy judgments or lawful offsets where permitted by law.

Term, Termination & At-Will Statement

Unless otherwise agreed in writing, employment is at-will and may be terminated by either party at any time, with or without cause or notice. Nothing in this Agreement shall be construed to create a fixed-term employment relationship except where an express written term is provided and signed by both parties.

Termination Notice Requirement

Confidentiality & Non-Solicitation

Employee shall not disclose Employer's confidential information, customer lists, pricing, or operational methods during employment or for a period of 12 months following termination. Employee agrees not to solicit Employer's customers or solicit employees for a period of 12 months following termination within the geographic area served by Employer at the time of termination.

Background Checks, Drug Testing & Authorizations

Employee authorizes Employer to obtain motor vehicle records, criminal background checks, and prior employment verifications as permitted by law. Employee consents to pre-employment and random drug and alcohol testing consistent with applicable law and safety-sensitive transportation regulations.

Authorization to Contact Prior Employers

Employee authorizes Employer to contact prior employers and references.

Recordkeeping, Logs & ELD

Employee must maintain accurate trip logs, fuel receipts, inspection reports, and ELD records. Employee will submit required records within the timelines specified by Employer and applicable law. Failure to maintain accurate records may result in discipline up to and including termination.

Legal Disclosures

At-Will Employment: Employment is at-will unless a written agreement signed by both parties provides otherwise.

Equal Opportunity Employer: Employer does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, veteran status, or any other protected characteristic under applicable law.

Applicant / Employee Information

Personal Phone Personal Email Date of Birth

Employment History (Most Recent)

Employer 1 - Company Name Responsibilities Reason for Leaving

Employment History (Prior)

Employer 2 - Company Name Responsibilities Reason for Leaving

Education

Highest Degree or Certificate Institution Graduation Date

References (Professional)

Reference 1 - Name Reference 2 - Name Reference 3 - Name

Applicant Certification & Authorizations

I certify that all information provided in this Agreement and accompanying employment information is true, correct and complete. I understand that falsification, misrepresentation, or omission of material facts may result in rejection of the application or immediate termination of employment. I authorize Employer to verify any information provided and to obtain motor vehicle records, criminal background checks and previous employment verifications to the extent permitted by law.

Applicant Initials

Governing Law & Dispute Resolution

This Agreement shall be governed by the laws of the state in which Employer's principal place of business is located, without regard to conflict of law rules. Disputes arising from this Agreement shall be resolved by binding arbitration unless otherwise required by law.

Severability & Entire Agreement

If any provision of this Agreement is held unenforceable, the remaining provisions shall continue in full force and effect. This Agreement constitutes the entire agreement between the parties with respect to its subject matter and supersedes all prior written or oral agreements.

Employer Printed Name:

By:

Date:

Employee Printed Name:

By:

Date:

What the Employee Trucking Agreement Is and Covers

An Employee Trucking Agreement is a written employment contract that defines the working relationship between a carrier or fleet operator and a driver employed to operate commercial motor vehicles. It typically covers scope of work, compensation, hours of service, safety and compliance obligations, vehicle assignment, maintenance responsibilities, required licenses and endorsements, insurance and liability allocation, drug and alcohol testing, and termination conditions. The agreement clarifies legal and operational duties to reduce disputes, document regulatory compliance, and set payroll and reimbursement terms for hauling, local delivery, or long-haul assignments.

Why a Clear, Written Agreement Matters

A formal Employee Trucking Agreement reduces ambiguity about pay, hours, equipment use, and regulatory compliance. It documents duties and safety requirements, helps manage liability, supports claims processing, and provides a basis for disciplinary or termination actions while protecting both employer and driver interests under federal and state law.

Who Typically Uses an Employee Trucking Agreement

These agreements suit fleets of all sizes — independent carriers, third-party logistics providers, municipal transport departments, and owner-operators under employment arrangements.

Fleet managers and operations directors who assign routes, vehicles, and oversee driver compliance.
Human resources and payroll teams responsible for compensation, withholding, and recordkeeping.
Professional drivers (CDL holders) who need clear terms for hours, pay, and equipment use.

Primary Signatories and Responsible Parties

Fleet Manager

The fleet manager or carrier representative signs on behalf of the employer and is responsible for assigning equipment, enforcing safety policies, and maintaining insurance and DOT compliance documentation for drivers and vehicles.

Driver / Employee

The driver (employee) signs to accept the terms, confirm possession of required licenses and endorsements, consent to background checks and drug testing, and agree to the employer's safety and reporting obligations.

Core Elements to Include in the Agreement

A professional Employee Trucking Agreement organizes obligations, expectations, and compliance items so both parties can perform and document required actions consistently.

Scope of Work

Define the driver’s duties, routes, hauling type, expected stops, on-call requirements, and whether work is local, regional, or long-haul.

Hours and Pay

Specify rate structure (hourly, per mile, percentage), overtime rules, pay schedule, reimbursements, per diem, and deductions for equipment or advances.

Safety and Compliance

Include obligations for DOT hours-of-service, pre- and post-trip inspections, drug and alcohol testing, and incident reporting procedures.

Equipment and Maintenance

State who provides the vehicle, maintenance responsibilities, permitted personal use, and procedures for breakdowns and repairs.

Insurance and Liability

Allocate responsibility for liability, cargo loss, deductible handling, and requirements for commercial auto insurance limits.

Termination and Remedies

Describe termination for cause, notice requirements, final pay timing, recovery of company property, and dispute resolution procedures.

How to Complete and Execute This Agreement

Follow these steps to fill out, review, and finalize the Employee Trucking Agreement.

01

Prepare Draft: Populate party names, effective date, and job specifics.
02

Attach Supporting Docs: Include CDL copy, MVR, insurance declarations.
03

Review and Approve: Have HR and legal review terms and compliance items.
04

Sign and Distribute: Obtain signatures, provide executed copies to both parties.

Typical Digital Workflow Settings for Online Completion

Configure an e-sign workflow that captures attestations, attachments, and audit data for compliance and recordkeeping.

Field	Configuration
Authentication Method	Email link with optional SMS code for signer verification
Required Attachments	Attach CDL, MVR, and proof of insurance before signing
Conditional Fields	Show equipment assignment only if employer-supplied vehicle selected
Storage Format	Save signed copy as PDF/A with audit trail metadata

Where to Send and How Signing Works Online

Routing the agreement electronically ensures a recorded signing path and centralized storage for audits.

Upload Document: Upload the finalized agreement to the signing platform.
Place Fields: Add signature, date, and required attachment fields.
Invite Signer: Send signing link via email or SMS.
Capture and Store: Signed PDF and audit trail are archived automatically.

Digital Signing and Technical Requirements

Ensure the chosen provider can produce an audit trail, meet regulatory requirements (ESIGN/UETA), and integrate with your HR or document management systems.

Integrations: Salesforce, NetSuite, Microsoft 365 supported
File Formats: PDF, DOCX, and Excel accepted
Authentication: Email, SMS codes, or advanced 2FA

Security and Compliance Essentials for Signed Agreements

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest

Audit Trail: Timestamped signature records retained

Authentication: Email, SMS, and advanced options

HIPAA BAA: Available when handling PHI

21 CFR Part 11: Compliant for regulated records

Tamper Evidence: Signed PDFs show modification attempts

Key Legal Risks and Potential Penalties

Wage and Hour Claims: Overtime misclassification can trigger wage penalties

Recordkeeping Violations: Incomplete I-9 or payroll records invite fines

Insurance Gaps: Insufficient coverage increases employer liability

Noncompliant Signatures: Improper execution may render agreement unenforceable

Regulatory Fines: DOT or state penalties for safety violations

Data Breach Exposure: Unauthorized access can lead to statutory damages

Common Preparation and Execution Mistakes

Using vague compensation language that leaves mileage, layover, or detention pay unclear and invites disputes.
Failing to attach required documents such as CDL copy, medical certificate, or motor vehicle record before signing.
Neglecting to capture a clear audit trail or signer authentication when the agreement is executed electronically.
Overlooking state-specific wage and break rules that alter permissible schedules or pay calculations for drivers.

Supporting Documents to Include with the Agreement

Attach key documents to verify licensure, fitness for duty, and prior driving history when executing the agreement.

Commercial Driver License

A clear scan of the driver’s CDL showing class and endorsements; required for insurance and regulatory verification.

Motor Vehicle Record

Recent MVR to document driving history, suspensions, and violations used for placement and pricing decisions.

DOT Medical Certificate

Current medical examiner’s certificate confirming fitness for duty; may be valid up to 24 months depending on conditions.

Vehicle Inspection Report

Pre-assignment inspection record indicating vehicle condition and any exceptions or pending repairs.

Typical Timelines and Compliance Deadlines to Track

Track these common timing milestones to keep drivers compliant and payroll accurate.

Agreement Effective Date:

Date when terms take effect and payroll obligations begin.

Background Check Turnaround:

Usually 3–7 business days depending on vendor and state processing.

DOT Medical Certificate:

Must be current before assignment; re-examine timing varies up to 24 months.

Pay and Reimbursement Schedule:

Follow the payroll cycle stated in the agreement to avoid wage disputes.

Annual Re-verification:

Periodic checks such as MVR updates and drug testing at intervals required by policy.

Representative Use Cases for the Agreement

Two scenarios where a clear Employee Trucking Agreement reduces operational risk and speeds onboarding.

Regional Carrier

A midsize carrier standardizes driver contracts to include per-mile pay and fuel reimbursement

Rapid onboarding cut processing time
The standardized agreement reduced disputes and clarified payroll treatment across multiple terminals.

Third-Party Logistics Provider

A 3PL required signed agreements plus MVR and DOT med certificates before dispatch

Conditional fields enforced attachment uploads
Electronic execution ensured every driver had required credentials before being assigned to a load.

eSignature Vendor Pricing Snapshot Relevant to Employee Agreements

Compare basic plan pricing and key capabilities for handling high-volume employee agreements. signNow appears first as the initial comparison column.

	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
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Practical Tips for Accurate and Efficient Agreements

These best practices help reduce execution errors and improve enforceability when onboarding drivers.

Use Clear Compensation Definitions

Spell out pay computation, mileage rates, detention pay, and reimbursements in precise numerical terms to avoid interpretation disputes and wage claims.

Require Attachments Upfront

Make CDL, MVR, and medical certificates required fields in the signing workflow so drivers cannot complete the agreement without necessary credentials.

Document Safety and Testing Policies

Include explicit drug and alcohol testing schedules, random testing consent, and incident reporting steps tied to employer disciplinary procedures.

Maintain a Single Source of Record

Store the final signed PDF/A with the audit trail and make version control clear to ensure there is one authoritative executed agreement per driver.

Frequently Asked Questions About Employee Trucking Agreements

Answers to common legal, technical, and operational questions when preparing or signing an Employee Trucking Agreement.

Need help? Contact support

Can this agreement be signed electronically?
Yes. Electronic signatures are enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention are satisfied.
Is notarization required for the agreement to be valid?
In most states notarization is not required for employment agreements, but specific company policies or state rules may recommend notarization for certain attachments; verify with counsel or state requirements.
Who should sign on the employer side?
An authorized company representative—typically a fleet manager, operations director, or HR officer—should sign. Ensure signatory authority is documented to avoid challenges to enforceability.
What happens if the driver’s CDL changes after signing?
Include a notice-and-update clause requiring drivers to report license status changes promptly; failure to notify may be grounds for suspension or termination under the agreement.
How can the agreement be revoked or canceled?
Follow the termination clause: provide required notices, return company property, and settle outstanding pay. For electronic records, document cancellation in the archive and retain records per retention policy.
How long should I keep signed agreements?
Retain signed agreements for the active term plus at least three years; follow IRS rules (IRC §6501(a)) and industry-specific rules such as HIPAA six-year retention when applicable.

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