Driver Form Template
Collect driver information and authorization for company vehicle use.
Before an employee gets behind the wheel of a company vehicle, you need to know that they have a valid license, that their driving record is acceptable, and that they understand their responsibilities. A driver information form documents all of that — and creates the record that protects your organization if an accident or insurance claim arises.
This template captures the driver's personal and contact information, driver's license number and expiration date, license class and endorsements, years of driving experience, any accidents or violations in the past 3–5 years, consent to a motor vehicle record (MVR) check, and an acknowledgement of the organization's vehicle use policy. Photo upload fields for the front and back of the license remove the need for a separate documentation step.
The form can be completed digitally before the driver is cleared to use a company vehicle. Responses are stored in a central record, making it easy to track license expiration dates and flag renewals before they lapse.
Full legal name, date of birth, driver's license number and state or country of issue, license class and expiration date, type of vehicles the driver is authorized to operate, recent driving history (accidents, violations, DUIs), and consent to run a motor vehicle record check through your insurer or a background check provider.
At minimum annually, or whenever a driver's license is renewed. For drivers who operate company vehicles frequently, quarterly MVR checks through your insurer are worth considering — license suspensions, new violations, and medical conditions that affect driving fitness can change between annual reviews.
Most commercial vehicle insurance policies require it, and it's standard practice regardless. An MVR check reveals the driver's actual history — not just what they self-report. Include a clear consent field on the form so drivers authorize the check as part of the onboarding process.
Your insurer will often specify disqualifying violations — commonly DUIs within a set timeframe, multiple at-fault accidents, reckless driving, or license suspensions. Define your policy clearly and apply it consistently. Add a declaration field on the form where the driver confirms they have no disqualifying history they're aware of.
Yes, with modifications. For employees who use personal vehicles for work travel, the key additional information is proof of personal auto insurance with adequate coverage, and confirmation that their policy covers business use. Add those fields if you're covering BYOV (bring your own vehicle) scenarios.
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