Road-ready paperwork requirements
The type of paperwork drivers are required to carry depends on:
- Whether the driver operates as a for-hire or private carrier,
- Whether the driver operates in interstate or intrastate commerce, and
- The type of commodity the driver is hauling.
TIP: Make sure drivers understand which types of paperwork can be electronic and which need to be carried as a hard copy.
The following is a general list of documents drivers should have available:
- Operator’s/driver’s license. A current, valid license for the type of vehicle the driver is operating.
- Medical card, if the driver doesn’t hold a commercial driver’s license (CDL), or, if a CDL holder’s medical status is not available on their motor vehicle record (MVR).
- Permit credentials. Based on the type of motor carrier operation you have, the driver may need the following:
- Base state or International Registration Plan (IRP) cab card,
- International Fuel Tax Association (IFTA) license and decals,
- State authority credentials,
- Proof of insurance, and
- Other necessary trip or special permits. - Shipment paperwork. A for-hire carrier needs a bill of lading or some type of shipment documentation.
- Hours-of-service (HOS) records. A driver needs electronic logging device (ELD) records or paper logs if the driver isn’t using one of the short-haul exemptions in 395.1(e).
- HOS supporting documents, like fuel receipts, toll receipts, etc.
- ELD documentation:
– A user’s manual for operating the ELD;
– An instruction sheet with step-by-step instructions for transferring HOS records to an authorized safety official;
– An instruction sheet on reporting ELD malfunctions and recordkeeping procedures during ELD malfunctions; and
– A supply of paper grid graphs to record driver duty status and related information for at least eight days, in case of ELD malfunction. - Lease agreement, if the vehicle is leased.
- Documentation of annual/periodic inspection. A copy of the annual/periodic inspection report or an annual inspection sticker/decal is required. If complying with a mandatory state inspection program, any required document for that program must be on the vehicle.
TIP: Talk to drivers about what an electronic signature is: A method used for signing an electronic document that identifies and verifies the person signing the document.
- Hazardous materials paperwork. Depending on which hazardous materials are being hauled, the driver may need the following:
- Shipping papers;
- A hazardous waste manifest;
- Emergency response information;
- Certification of registration with the Pipeline and Hazardous Materials Safety Administration (PHMSA) if the registration number isn’t included on another document;
- Placards;
- Safety plans;
- Hazardous Materials Safety Permit Program (HMSP) paperwork, if required; and
- If transporting Division 1.1, 1.2, 1.3:
– A copy of Part 397,
– Instructions on what to do in the event of an accident or delay in shipment, and
– A written route plan.
TIP: Help drivers stay organized by providing them with a document holder to carry in their vehicles.
To view the full monthly newsletter click here: Paperwork Management – October 2025
Provided by J.J. Keller & Associates
