accurate signed driver applications

Managing Driver Application Errors

Tim Crawford Driver Application Errors 1 Comment

A lot of work goes into validating applications—especially because over 90% of them contain discrepancies. These may surface during a conversation with a driver, a background check, or during employment verification. In most cases, it’s not because the applicant has falsified information intentionally. On average, drivers change jobs every six months; after a few years of driving, a lot of details can be forgotten. Regardless of how those differences come to light, the final signed application must include the most up to date and accurate information.

“over 90% of driver applications contain discrepancies”

DOT regulations require job applications be signed and stored in the driver qualification file (DQF). If recruiters discover errors, information gaps or a missing signature, they must highlight the discrepancies, gather details, update the application, and secure the driver’s signature again on this “final” completed application.

A Common Recruiting Scenario

  1. Joe submits an application on Monday.
  2. On Tuesday, he mentions to the recruiter that an accident three years ago, which he has listed as “not requiring a tow away,” did, in fact, require a tow away.
  3. On Wednesday, the driving record comes back and lists a violation not included on the application.
  4. Neither the update on the accident nor the violation that was omitted, disqualify Joe. He simply overlooked mentioning them on the application form.
  5. On Thursday, one of Joe’s employment verification checks is returned and reveals that, on his application form, the dates given for his period of service are off by a month.
  6. By Friday, the carrier has two applications to consider: one that is signed but inaccurate, and one with accurate information that is unsigned.

How can carriers ensure accurate driver applications in their DQF?

Over the years, we have seen some creative solutions to this problem. Some carriers print the most recent application and ask the driver to review and sign it. The problem with this solution is having to keep track of a 30+ page paper application and manually tracking which drivers have (or haven’t) signed them. Other clients require the driver to put in a new application based on a hard copy of the most recently updated application. The carrier then has to reconcile the two applications, checking carefully that the edits are accurate and that no additional changes were made on the new application.

We have a different solution: Confirmation IntelliApp. It is delivered through the same driver portal as all other onboarding tasks so that it can be scheduled and delivered to the driver consistently.

How It Works

The driver is presented with a read-only version of the most recent application, section by section. If the section is accurate, the driver clicks on the green button; if it’s not, the driver clicks on the red button and then details the inaccuracies. If all the sections are marked “ok,” the driver adds his signature, and the carrier gets an accurate and signed application. If the driver submits the application with any sections marked as “inaccurate,” the recruiter is notified to decide if the application simply needs an update or if there are there more substantive issues (that could possibly disqualify the driver) to research.




Having trouble managing driver application errors and securing signatures on accurate applications? Our Confirmation IntelliApp is integrated seamlessly into our software platform, delivering a simple and powerful way to manage driver applications. Schedule a consultation today to learn more about how we can help you maximize your recruiting efforts.


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  1. Pingback: Bridging the Gap Between Paper and Digital DQF - Tenstreet

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