Owners and Operators

Heavy Vehicle Driver Record

Heavy vehicle operators, or third party driver services providers, are required to keep a record on every driver whose services they use.

Heavy vehicles covered

  • Road vehicles with a gross vehicle weight ratingA vehicle's weight, including its maximum load capacity, according to the manufacturer's specifications. (GVWR) of 4,500 kg or more
  • Combinations of road vehicles with a gross combination weight rating of 4,500 kg or more
  • Tow trucks
  • Vehicles transporting dangerous substances requiring the display of safety marks
Warning

Buses and minibuses

Operators or third party providers of bus or minibus driver services are required to keep a driver record, as those vehicles are considered heavy vehiclesA road vehicle having a gross vehicle weight rating (GVWR) of 4,500 kg or more, or a combination of road vehicles having a gross combination weight rating of 4,500 kg or more. The following vehicles are also considered to be heavy vehicles regardless of their GVWR: buses, minibuses, tow trucks, vehicles transporting dangerous substances requiring the display of safety marks..

Driver record contents and retention period

The driver record must be kept at the place of business.

Documents or information Who keeps it? Retention period

A copy of the driver's licence

  • The operator, solely for the drivers employed directly by the operator
  • The driver services provider

At least 12 months as of the end date of the driver's period of employment

The driver's hiring date

  • The operator, solely for the drivers employed directly by the operator
  • The driver services provider

At least 12 months as of the end date of the driver's period of employment

The driver's signed statement that the driver's licence was suspended, modified or revoked, if applicable

  • The operator, solely for the drivers employed directly by the operator
  • The driver services provider

At least 12 months as of the end date of the licence suspension, modification or revocation

A copy of any service contract between a driver services provider and the operator

  • The operator, for all drivers (those employed directly by the operator as well as any provided by a driver services provider)
  • The driver services provider

At least 12 months as of the end date of the driver's period of employment

Daily logs and the information that must be recorded in the register

  • The operator, for all drivers (those employed directly by the operator as well as any provided by a driver services provider)
  • The driver services provider

At least 6 months as of the date entered in the log or register

A copy of the permit to depart from hours of driving and off-duty time, were applicable

The operator, solely for the drivers employed directly by the operator

At least 6 months after the permit's expiry date

Supporting documents (fuel receipts, bills of lading, delivery receipts, etc.)

The operator, for all drivers (those employed directly by the operator as well as any provided by a driver services provider)

At least 6 months after the date entered on the documents