The ongoing driver shortage and the ineligibility of many candidates due to drug and alcohol violations has made driver hiring more challenging than ever. Though it may be tempting to expedite the hiring process, taking shortcuts can lead to severe consequences, including accidents, fines, lawsuits, and harm to your company’s reputation. As a Department of Transportation (DOT)-regulated motor carrier, it is essential to approach driver hiring with care, as your business’s bottom line—and its future—depend on the drivers you choose.

Here are key guidelines for an effective driver hiring process:

1. Identify Company Needs and Hiring Criteria

Start by identifying your company’s specific needs, such as the type of vehicle(s) to be driven and the desired personal qualities you are looking for in a driver. Prepare a job description documenting the essential functions and minimum qualifications for the position to guide your assessment of applicants, and ensure your hiring procedures are consistent for all candidates. 

2. Comply with FMCSA Regulations

To ensure the hiring of qualified drivers, companies must adhere to Federal Motor Carrier Safety Administration (FMCSA) regulations (49 CFR 391). These requirements include, but are not limited to:

• Minimum Age: Interstate drivers must be at least 21 years old.

• Licensing: A valid commercial driver’s license (CDL) with appropriate endorsements is mandatory, and drivers must not be disqualified (§391.15) from operating a commercial motor vehicle (CMV).

• English Literacy: Drivers must be competent in English to communicate, understand traffic signs and signals, respond to official inquiries, and complete documentation accurately.

• Medical Fitness: Drivers must meet the medical qualifications necessary for holding a CDL.

3. Perform a Background Investigation

Conducting a thorough background screening ensures informed, responsible driver hiring decisions. Federal regulations (§391.23: Investigation and inquiries) outline minimum screening requirements and include, among other things:

• Motor Vehicle Record (MVR): Obtain an MVR from the past three years to assess a candidate’s driving history. Research shows that drivers with blemished records are more likely to have ongoing safety performance problems.

• Safety Performance History: Verify the driver’s employment record for the preceding three years by contacting previous employers. Through this investigation, carriers gain valuable information on the applicant's dependability and adherence to safety protocols.

• Drug and Alcohol Violation History: Conduct a full query pre-employment screening in FMCSA’s Drug and Alcohol Clearinghouse. Drivers with unresolved violations are barred from operating CMVs.

• Medical Examiner's Certificate: Obtain the driver’s Medical Examiner's Certificate (§391.43) to confirm they are medically fit to operate a commercial vehicle (§391.41).

A driver qualification file checklist may be helpful to ensure that all required documents and inquiries are obtained.

For a more comprehensive view of a driver’s history, use FMCSA’s Pre-Employment Screening Program (PSP). This tool provides the last five years of crash data and three years of roadside inspection records, enabling employers to make better-informed driver hiring decisions that lead to improved CMV safety.

Additionally, it is wise to perform criminal background checks on driver applicants where required and in accordance with state law to ensure they have the necessary integrity for the position. Employers that do may help protect themselves from potential litigation resulting from negligent hiring.

It is also critical to carefully review the Driver Employment Application, as the investigations and inquiries you conduct will either confirm the accuracy of the candidate’s information or identify inconsistencies that could raise red flags.

4. Conduct an In-Person Interview

After selecting the top applicants, invite them for an in-person interview. Use behavioral questions to gauge responses to real-world scenarios (e.g., route changes, inclement weather) and consider tests for traits like patience and problem-solving. During the interview, explain job responsibilities and company policies. By setting expectations up front, you can assess the candidate’s attitude towards safety and compliance. This transparency can also improve employee retention, as drivers feel they were fully informed before accepting the position.

5. Assess Driving Competencies

Evaluate the candidate’s driving abilities through a road test (§391.31) or equivalent of road test (§391.33). This is crucial to ensure they can safely operate the vehicle they will be driving for your company.

6. Administer Pre-Employment Testing

All CDL drivers must undergo pre-employment drug testing (§382.301 and 49 CFR Part 40), with a negative result required before they can operate a commercial vehicle. Alcohol testing is optional but may also be performed.

7. Make a Well-Informed and Careful Decision

Once all the necessary steps have been taken, ensure the final driver hiring decision is made carefully, weighing all relevant aspects of the candidate’s qualifications and background. While it might take time to find the ideal driver, making a well-informed choice based on a comprehensive evaluation of the candidate and their overall suitability for the role helps ensure you hire a skilled, safety-conscious professional who contributes to your company’s long-term success.