Trucking Company Employee Handbook Template

Running a trucking company means navigating complex DOT regulations while keeping drivers safe and compliant. A trucking company employee handbook documents your hours of service policies, drug testing procedures, and safety requirements — protecting your business from fines and your drivers from violations.

This guide covers everything you need in a trucking-specific handbook, plus a free template to get you started.

Why trucking companies need a specialized handbook

Generic employee handbooks don't address FMCSA regulations and the unique operational requirements of commercial motor vehicle operations. Your company needs specific policies that standard templates miss:

• DOT audits — Documented policies are required for compliance reviews
• Hours of service — Clear rules prevent violations and fines
• Drug & alcohol testing — Mandatory programs require documentation
• Driver qualification — DQ file requirements must be communicated
• CSA scores — Your safety rating depends on driver compliance
• Insurance requirements — Documented safety programs can reduce premiums

A trucking-specific handbook addresses all of these while helping you pass DOT audits and maintain your operating authority.

Download the template

Get started with our free employee handbook template. It includes all the standard sections, which you can customize with trucking-specific policies.

This is our general template. Add the trucking-specific sections outlined below to make it complete for your company. Need help? See our step-by-step handbook guide. Also check out our landscaping handbook template for additional vehicle and equipment safety policies.

Key sections for trucking handbooks

Beyond standard handbook content, trucking companies need these specialized sections:

DOT compliance requirements

The Federal Motor Carrier Safety Administration (FMCSA) requires trucking companies to maintain specific policies and documentation. Your handbook must address:

Driver qualification files

Every driver must have a qualification file containing:

• Application for employment (3 years work history)
• Motor vehicle record (MVR) — checked annually
• Road test certificate or equivalent
• Medical examiner's certificate (DOT physical)
• Annual review of driving record
• Previous employer drug/alcohol records (via Clearinghouse)

CSA and safety ratings

• Explain how driver violations affect company CSA scores
• Document consequences for violations
• Outline appeal process for disputed violations
• Describe company's DataQs process for challenging incorrect records

Hours of service rules

HOS rules are among the most frequently violated regulations. Your handbook must clearly explain the limits:

Property-carrying drivers (standard rules)

• 11-hour driving limit: May drive maximum 11 hours after 10 consecutive hours off duty
• 14-hour window: May not drive beyond 14th consecutive hour after coming on duty
• 30-minute break: Required after 8 cumulative hours of driving
• 60/70-hour limit: May not drive after 60/70 hours on duty in 7/8 consecutive days
• 34-hour restart: Can restart 60/70-hour clock with 34+ consecutive hours off duty

ELD requirements

• All drivers must use ELDs (limited exemptions exist)
• Drivers must be trained on ELD use before operating
• ELD records must be available for inspection
• Document procedures for ELD malfunctions
• Explain duty status categories and proper logging

Exemptions and exceptions

• Short-haul exemption (150 air-mile radius)
• Adverse driving conditions exception
• Agricultural exemptions (seasonal)
• Emergency declarations

Drug and alcohol testing

DOT-regulated employers must maintain a comprehensive drug and alcohol testing program. Your handbook must document:

Required testing

• Pre-employment: Required before first safety-sensitive duty (drug test)
• Random: Unannounced testing throughout the year (minimum rates apply)
• Post-accident: Required for certain accidents (specific criteria)
• Reasonable suspicion: When supervisor observes signs of use
• Return-to-duty: After violations, before returning to work
• Follow-up: After returning to duty (SAP-determined schedule)

FMCSA Drug & Alcohol Clearinghouse

• All violations and test results reported to Clearinghouse
• Pre-employment queries required for all new drivers
• Annual queries required for current drivers
• Drivers must register and provide consent

Consequences of violations

• Immediate removal from safety-sensitive duties
• Referral to Substance Abuse Professional (SAP)
• Return-to-duty testing requirements
• Follow-up testing program (minimum 6 tests in 12 months)
• Company disciplinary action (up to and including termination)

Template vs. digital handbook

Truck drivers are rarely in the office. They need access to policies from the cab, and you need proof they've read critical safety information:

Frequently asked questions

What should be in a trucking company employee handbook?

A trucking company handbook should include DOT compliance requirements, hours of service rules, CDL requirements, drug and alcohol testing policies, vehicle inspection procedures, accident reporting protocols, ELD usage, cargo securement standards, and driver qualification file requirements.

What DOT regulations must trucking handbooks address?

Trucking handbooks must cover FMCSA regulations including hours of service (HOS) limits, electronic logging device (ELD) requirements, CDL standards, drug and alcohol testing (including pre-employment, random, post-accident, and reasonable suspicion), vehicle maintenance and inspection requirements, and driver qualification standards.

How do hours of service rules affect trucking handbooks?

Hours of service (HOS) rules limit driving time to 11 hours after 10 consecutive hours off duty, with a 14-hour on-duty window. Drivers must take a 30-minute break after 8 hours of driving. Your handbook should explain these limits, ELD logging requirements, and consequences for violations.

What drug testing policies are required for trucking companies?

DOT requires pre-employment, random, post-accident, reasonable suspicion, return-to-duty, and follow-up drug and alcohol testing. Your handbook must document your testing program, Clearinghouse requirements, and consequences of violations. All drivers must acknowledge receipt of this policy in writing.

How do I get drivers to acknowledge the handbook?

Have each driver sign an acknowledgement form confirming they've received and read the handbook. For DOT-regulated content like drug testing and HOS policies, keep signed acknowledgments in the driver qualification file and maintain records for the required retention period.