Hiring the Right Driver: Best Practices for Trucking Companies

Hiring the right truck driver is one of the most critical decisions a transportation company can make. The right driver contributes to lower turnover rates, reduced maintenance costs, improved CSA scores, and even lower insurance premiums. On the other hand, hiring the wrong driver can lead to increased risk, financial losses, and operational disruptions.

At Transtar Talks, industry experts Tom Long (Director of Loss Control) and Tyler Kueter (Regional VP) recently discussed the key aspects of hiring the right driver and how companies can refine their hiring processes. This article summarizes their insights, offering best practices and actionable tips to help your trucking company make smarter hiring decisions.

Why Hiring the Right Driver Matters

Many transportation companies focus solely on revenue generation, leading them to hire drivers quickly without considering the long-term impact. However, experienced fleet operators understand that hiring the right driver is an investment that pays off in numerous ways:

• Lower driver turnover: A well-matched driver is more likely to stay with your company long-term.
• Reduced hiring costs: Avoiding frequent driver replacements saves time and resources.
• Increased productivity: Skilled, dedicated drivers work efficiently and handle responsibilities effectively.
• Lower maintenance costs: Good drivers take care of their equipment, perform regular inspections, and reduce wear and tear.
• Stronger customer relationships: Professional drivers enhance your company's reputation with customers.
• Improved CSA performance: Clean inspections make it easier to recruit top-tier drivers.
• Lower insurance rates: Safer drivers contribute to lower claims, reducing insurance costs over time.

A trucking safety mentor once said, "If you have a problem driver, remember—you hired them." This highlights the importance of making informed hiring decisions from the start.

Step 1: Defining Your Ideal Driver Profile

Before posting a job listing, ask yourself, "Who is the right driver for my company?"

Every trucking job has unique requirements. If you're hiring for specialized freight, such as HazMat transport or refrigerated goods, your drivers need specific skills and certifications. Rather than hiring anyone with a CDL, focus on drivers who match your company's specific needs.

Key Hiring Qualifications to Consider

1. Age Requirements
   • Company drivers: 23+ years old
   • Owner-operators: 25+ years old (to ensure maturity and experience)
2. Experience Level
   • 2+ years of OTR experience is ideal for most trucking jobs.
   • If hiring entry-level drivers, consider investing in a driver training program.
3. Driving Record & Moving Violations
   • Review MVR (Motor Vehicle Record) and PSP (Pre-Employment Screening Program) reports.
   • Establish non-negotiable violations (e.g., reckless driving, excessive speeding, DUIs).
4. Drug & Alcohol Testing
   • No positive drug tests post-CDL issuance.
   • Hair follicle testing can improve safety and reduce loss rates.
5. Accident History
   • No major accidents ($25,000+ loss) in the past five years.
   • Maximum of one accident in the past three years.
6. Criminal & Cargo Theft History
   • No involvement in cargo theft in the last 10 years.
   • Any theft-related incidents must be reviewed by the Safety Director.
7. Physical Fitness & DOT Compliance
   • Drivers must meet all DOT physical requirements and be able to perform essential job functions.
   • Consider functional capacity tests to identify potential health concerns.

Step 2: Enhancing Your Application & Screening Process

Your hiring process should be structured and consistent. Follow these steps to ensure you gather the right information before making a hiring decision:

1. Detailed Driver Applications

• Request a 5-year employment history, not just the FMCSA-required 3 years.
• Check past addresses for background screening.
• Obtain references—this can uncover hidden red flags.

2. Conduct Thorough Interviews

• Clearly outline your minimum hiring standards upfront.
• Ask behavioral questions to assess professionalism and work ethic.
• Discuss driving record, accidents, and moving violations transparently.

3. Perform Online Background Checks

• Google the applicant's name.
• Review social media activity for red flags.
• Check criminal records if legally permissible.

Step 3: Using MVRs, PSPs & Drug/Alcohol Clearinghouse Data

Understanding Key Screening Reports

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Pro Tip: Use real-time monitoring services like SambaSafety to get alerts when a driver's record changes.

Step 4: Conducting Road Tests Before Hiring

Many companies accept a CDL in place of a road test. However, conducting a road test gives you an opportunity to:

• Observe how a driver handles real-world scenarios.
• Ensure the driver follows safety protocols.
• Assess shifting, turning, backing, and compliance with traffic laws.

Road Test Checklist:

• Pre-trip inspection
• ‍Coupling & uncoupling
• Speed control & shifting
• Traffic navigation & lane changes
• Backing & parking maneuvers

A well-structured road test helps you make a confident hiring decision while reducing liability risks.

Step 5: Implementing a Digital Driver Qualification (DQ) File System

Switching from paper to digital driver qualification files improves efficiency and compliance.

Benefits of Digital DQ Files:

• Easier document management & tracking
• Faster DOT audit responses
• Centralized access for multi-location companies

Final Thoughts: Building a Safer, More Reliable Fleet

Hiring the right driver requires strategic planning and a commitment to safety. By refining your hiring process, you can:

• Reduce driver turnover
• Lower insurance & maintenance costs
• Improve CSA scores & fleet performance
• Protect your company’s reputation

Next Steps

If you need assistance improving your hiring process, Transtar’s Safety and Compliance Team is here to help. Contact us today to learn more about:

• Custom hiring standards
• Driver training programs
• Insurance & safety best practices

Let’s build a safer, more profitable trucking industry—one great driver at a time!