How HR and payroll teams request a driver’s license from new hires
By Arthur Teboul, DokuTrak · Published
In short
Ask a new hire for a copy of their driver’s license when the role involves driving, and say clearly that it is not for Form I-9. For the I-9, the employee chooses which acceptable documents to present and shows the originals; a driver’s license is a List B document. For a driving role, you need the license number, class, state and expiration date.
Why HR and payroll teams need a driver’s license
A driving role needs a valid license on file, and your auto insurer or a driving record check may require its details. Form I-9 is a separate process: the employee presents original documents in person, or through the DHS-authorized remote procedure if you use E-Verify, and you may not demand a specific document. An emailed scan is not I-9 verification.
What exactly to ask for
A copy of the front and back of the current license, for the onboarding or fleet file. If the role needs a commercial license or an endorsement, say so in the request. Keep the copy apart from I-9 paperwork, and if your company photocopies I-9 documents, do it the same way for every new hire.
What to check when it arrives
- The license is current and valid for the class of vehicle the job requires.
- The name matches the name given for payroll, or the employee has explained the difference.
- The copy is filed with driving records and is not used in place of the I-9 document review.
Email to send your client
Replace the bracketed parts. The same text fits in the message of a DokuTrak request (up to 1,000 characters).
Subject: A copy of your driver’s license for your file
Hi [Client name],
We are looking forward to having you start. Since your role includes driving for work, I need a copy of your driver’s license, front and back, for your file.
This is separate from your Form I-9. For the I-9 you will choose your own documents from the list on the form and show the originals when you start.
Could you send the copy by [date]? If your license is being renewed, let me know and we will plan around it.
Thank you, [Your name]
Ask once. DokuTrak does the chasing.
- Your client uploads from one link, with no account and no password.
- Reminders go out on a schedule, by default 2, 5, 10 and 14 days after the request, until the file arrives.
- With AI review switched on in your workspace (it is off by default), each upload gets a first pass that flags a file that is not a driver’s license, an unreadable or blurry scan or an expired document. It says so when it is not sure.
- You accept every file or mark it for re-upload, and your client gets the note by email. The AI never accepts a file.