Creating a clear, organized Trucking Company Employee Handbook Template can feel overwhelming—especially with so many regulations in the transportation industry. Owners often struggle to communicate expectations, while drivers want to understand their responsibilities without confusion. This guide walks you through everything you need to craft a compliant, easy-to-follow handbook that supports both your team and business goals.
Why a Trucking Company Employee Handbook Template Matters
A well-designed handbook sets the tone for your company culture while protecting your business from legal risk. According to the U.S. Small Business Administration, companies with documented policies experience up to 30% fewer employee-related disputes, largely because expectations are clearly communicated.
Read too: Top Trucking Companies That Still Have Manual Transmissions
Trucking companies, in particular, face strict requirements related to FMCSA safety regulations, hours-of-service (HOS), drug testing compliance, and equipment responsibility. A structured handbook helps ensure every driver understands these rules from day one.
Kenworth, Freightliner, DOT, FMCSA, HR policies, and onboarding information may be included depending on company size—but the core structure remains similar for all fleets. For context on the trucking industry, see the Logistics page on Wikipedia.
What Should Be Included in a Trucking Company Employee Handbook Template?
Below is the essential structure used by most successful US trucking companies.
1. Company Overview & Mission Statement
Why this section matters:
Drivers want to understand the company culture, goals, and the type of freight you handle. This builds trust and alignment from day one.
What to include:
- Your company’s purpose
- Safety-first culture
- Core values (integrity, punctuality, accountability, etc.)
- Communication expectations
2. Employment Policies
This section protects your business legally while establishing clear standards for drivers.
Typical subsections:
- At-will employment clause
- Equal opportunity employer statement
- Anti-harassment and anti-discrimination policies
- Code of conduct
- Attendance rules
- Confidentiality policies
- Personal device and social media use
People Also Ask example:
“Do trucking companies have to follow federal labor laws?”
Yes. All trucking companies must comply with FLSA regulations regarding wages and working hours.
3. Driver Qualifications & Hiring Standards
Drivers must meet federal and company-specific requirements.
Include details such as:
- Minimum age requirements
- CDL license class needed
- MVR (Motor Vehicle Record) standards
- Background checks
- Drug & alcohol testing protocols
- Physical exam requirements
Stats:
The FMCSA reports that over 90% of major trucking violations stem from poor driver qualification checks—making this section crucial.
4. Safety Policies (H2 – Keyword Required)
Safety must appear early because it is directly tied to compliance and operations.
Here is your keyword application:
Trucking Company Employee Handbook Template Safety Requirements
Safety expectations vary by fleet type (reefer, dry van, flatbed), but all trucking companies must establish clear safety protocols.
Include:
- Hours-of-Service (HOS) rules
- ELD usage instructions
- Pre-trip and post-trip inspection procedures
- Load securement rules
- Speeding, seatbelt, and distracted driving policies
- Accident reporting steps
Example Step-by-Step Accident Reporting Process:
- Stop immediately and secure the scene.
- Call 911 if anyone is injured.
- Notify dispatch within 5 minutes.
- Take photos of equipment, cargo, and road conditions.
- Complete required incident forms within 24 hours.
5. Equipment Use & Maintenance Expectations
This section outlines how drivers should care for company trucks.
Topics to include:
- Fueling procedures
- Idle-time policies
- Breakdown procedures
- Tire inspection rules
- Cleanliness expectations
- Trailer return rules
Pro Tip:
Companies that establish clear equipment expectations see 20–40% less downtime, according to a Fleet Owner survey.
6. Hours, Pay, and Benefits
Drivers must understand how and when they are compensated.
Include:
- Pay schedule
- Mileage vs. hourly pay details
- Bonus programs
- Detention pay
- Layover pay
- Holiday and PTO information
- Health insurance options
Example Table: Pay Types Compared
| Pay Type | Best For | Pros | Cons |
|---|---|---|---|
| CPM (cents per mile) | OTR drivers | High earning potential | Income depends on miles |
| Hourly | Local drivers | Predictable income | Lower pay caps |
| Percentage pay | Owner-operators | High earning freight | Income fluctuates with rates |
7. Drug & Alcohol Policy
Explain compliance with DOT regulations including:
- Pre-employment testing
- Random testing
- Post-accident testing
- Refusal-to-test consequences
Expert Note:
Substance compliance violations are among FMCSA’s top five reasons for driver disqualification.
8. Attendance, Time-Off, and Scheduling
Clear attendance rules prevent misunderstandings.
Include:
- Home-time expectations
- Call-off procedure
- Unplanned absence rules
- Requesting PTO in advance
- Weather-related exceptions
9. Communication Rules
Drivers should know how to interact with dispatch, customers, and management.
Include:
- Policies on radio and phone communication
- Reporting delays or emergencies
- Professional behavior with shippers/receivers
10. Discipline & Termination Procedures
Explain consequences for violating policies.
Common disciplinary steps:
- Verbal warning
- Written warning
- Suspension (optional)
- Termination
Include termination grounds such as:
- DUI or drug test refusal
- Abandoning truck
- Repeated late deliveries
- Tampering with ELD
- Threatening behavior
Sample Trucking Company Employee Handbook Template (Free Outline)
Below is a ready-to-use outline you can customize:
1. Welcome Statement
2. Company Mission & Values
3. Employment Relationship
- At-will status
- Equal opportunity policy
4. Driver Qualifications
- CDL requirements
- Background checks
5. Safety Policies
- HOS rules
- ELD usage
- Accident reporting
- Load securement
6. Operational Policies
- Check-in/out procedures
- Dispatch communication
- Routing expectations
7. Equipment Policies
- Pre-trip inspections
- Cleanliness rules
- Maintenance reporting
8. Pay & Benefits
- CPM rates
- Bonuses
- PTO
- Insurance
9. Code of Conduct
- Professional behavior
- No harassment
- Appearance standards
10. Disciplinary Actions
11. Acknowledgment Form
How to Write Your Own Trucking Company Employee Handbook Template
Step 1: Gather Legal Requirements
Consult FMCSA regulations, state labor laws, and OSHA best practices.
Step 2: Identify Company-Specific Needs
Ask yourself:
- Do you offer dedicated routes?
- Are your drivers local, regional, or OTR?
- Do you haul hazardous materials?
Step 3: Organize Sections Clearly
Use short paragraphs, bullets, and headings.
Step 4: Write in Simple, Clear Language
Avoid legal jargon. Aim for an 8th–9th grade reading level.
Step 5: Add Real Numbers and Procedures
For example:
“Drivers must complete pre-trip inspections 30 minutes before departure.”
Step 6: Review With Legal or HR Professionals
This ensures compliance with federal and state laws.
Step 7: Update Annually
Policies change—so should your handbook.
Pros & Cons Infographic (Text Format)
Pros:
- Protects your business legally
- Sets clear expectations
- Standardizes training
- Improves safety and compliance
- Reduces driver turnover
Cons:
- Requires annual updates
- Must comply with changing laws
- Needs professional review
FAQ Section
Q1: Do trucking companies legally need an employee handbook?
A: No, it’s not federally required. However, it is strongly recommended because it reduces misunderstandings, improves compliance, and protects the company legally.
Q2: How often should a trucking company update its handbook?
A: At least once a year, or immediately after major FMCSA or state-law changes.
Q3: What policies are mandatory in a trucking handbook?
A: Safety rules, drug/alcohol testing, driver qualifications, accident reporting, HOS rules, and equipment responsibilities.
Q4: Should owner-operators get a handbook?
A: Yes. Even if they are contractors, providing a policy manual aligns expectations and reduces confusion.
Q5: Can I use a generic handbook instead of a trucking-specific one?
A: You can, but it may leave out critical FMCSA responsibilities, making it risky for compliance.
Q6: Should the handbook include disciplinary steps?
A: Absolutely. Clear consequences help maintain fairness and consistency.
Conclusion
A well-structured Trucking Company Employee Handbook Template doesn’t just help with compliance—it strengthens communication, boosts safety, and builds trust within your team. By customizing the sections above, you can create a handbook that supports every driver from day one.
If this guide helped you, feel free to share it on your social media so others in the trucking industry can benefit!
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