Guide Onboarding Documents — Help Guide
What the required onboarding documents are, why we ask for them, and exactly where to get your driving record in every Canadian province and territory and every US state.
Guide Onboarding Documents — Help Guide
This page explains the documents you are asked to provide when you onboard as a driver-guide, why each one is needed, and how to obtain them. It is a help guide, not a contract. The terms that govern your use of the platform are in the Platform Terms for Guides, and the separate consent you give for your background check is in the Background Check Consent.
Your documents are collected so the Organization that is onboarding you can confirm you are legally able to drive, that your driving history meets its safety and insurance requirements, and that you have passed the background screening it requires. The Organization that invited you — not Tripshepherd — decides whether your documents meet its requirements.
This guide covers Canada and the United States. The three required items are the same in both countries, but the driving record goes by different names and comes from different agencies. Section 2 is split accordingly — Canada first, then the United States.
1. Driver's licence
What we ask for: a clear photo of the front and back of your valid driver's licence (US: driver's license).
Tips for a clean upload:
- Use JPG or PNG, up to 10 MB per image.
- Lay the licence on a flat, dark, non-reflective surface in good light.
- Make sure all four corners are visible and every line of text is readable.
- Avoid glare, blur, and shadows. Don't crop off the edges.
- The name on your licence should match the legal name you use elsewhere in onboarding.
Your licence must be valid (not expired) and not suspended. If your licence status changes after you upload it, you must update your profile or tell the Organization.
If you are in the United States: upload the license issued by the state where you actually reside. If you hold a commercial driver's license (CDL), upload it along with any endorsements, and tell the Organization — the Organization may need a different class of record for CDL holders. If you recently moved between states, the Organization may ask for a record from your previous state as well; see the note on multi-jurisdiction history in Section 2.
2. Driving record
What it is: an official summary, issued by the government body that licenses drivers where you live, listing your licence status and class and your driving history — convictions, suspensions, and demerit or penalty points — over a set period. It goes by different names depending on where you are:
- In Canada it is usually called a driver's abstract — also a driving record, driver record, driver's licence history, or in Quebec a dossier de conduite.
- In the United States it is usually called a Motor Vehicle Record (MVR) — also a driving record, driver history, driving abstract, or in Florida a driver transcript.
Why we ask for it: the Organization uses it to confirm your driving history meets its safety standards and its insurer's requirements. A photo of your licence shows you are licensed; the record shows your history.
How to get it: you request it yourself from the official agency where you are licensed. Many can be downloaded as a PDF within minutes; some are mailed or must be picked up in person. Find your jurisdiction below, request the record, save the PDF (or scan the paper copy), and upload it.
Use only official government or public-insurer sources. Do not buy your record from a third-party reseller — the Organization may reject a non-official copy, and resellers often charge more for the same document. This matters especially in the United States, where commercial reseller sites frequently outrank the official state agency in search results and may describe themselves as "authorized" or "approved." If the domain does not end in .gov (or is not a provincial public insurer such as ICBC, MPI, SGI, or SAAQ), it is not the official source.
Canada — driver's abstract
What it usually costs: most provinces charge roughly $10–$25 CAD. A few are free (British Columbia) and exact fees vary by province and by the type/length of record you request. Always check the price on the official registry page before paying.
| Province / Territory | Where to get it | Document name | Approx. cost (CAD) | How |
|---|---|---|---|---|
| Ontario | ServiceOntario | Driver's Licence History / 3-Year Driver Record | ~$12 uncertified · ~$18 certified | Online (3-year uncertified record is an instant emailed PDF), in person, or by mail |
| British Columbia | ICBC | Driving record / driver's abstract | Free | Online via My ICBC (emailed); also by phone or mail |
| Quebec | SAAQ | Dossier de conduite (driving record) | Check current fee on SAAQ | Online via SAAQclic, in person, or by mail/phone |
| Alberta | Alberta.ca / registry agents | Standard Driver's Abstract | ~$15 at a registry agent (+ service charge) · ~$24 online | Online (verified Alberta.ca account) or in person at a registry agent |
| Manitoba | Manitoba Public Insurance (MPI) | Driver abstract | ~$10 | By form (fax/mail/phone) or in person at an Autopac agent / MPI centre — no instant online download |
| Saskatchewan | SGI | Driver experience history / driver's abstract | ~$15 | Online via MySGI, by phone, or by authorization form |
| Nova Scotia | Service Nova Scotia (RMV) | Driver's abstract | ~$19 | Online, in person at Access Nova Scotia, or by mail/fax |
| New Brunswick | Service New Brunswick | Driver record / driver abstract | ~$20 (confirm on SNB) | Online (~2 business days), in person, or by phone |
| Prince Edward Island | Access PEI | Driver Abstract | ~$25 | Online (holder only), in person at Access PEI, or mailed to your PEI address |
| Newfoundland and Labrador | Motor Registration Division (Service NL) | Driver Record (Abstract) | ~$15 | Online via MyGovNL, in person, or by mail/fax |
| Yukon | Government of Yukon — Motor Vehicles | Driver's abstract | ~$10 | Online (instant download/print), in person, or by mail/fax/email |
| Northwest Territories | GNWT — Driver and Vehicle Services | Driver's abstract / driving record | ~$19 | Online (NWT residents) or in person at a Driver & Vehicle office |
| Nunavut | Government of Nunavut — Motor Vehicles | Driver's Abstract | ~$13 | In person at a Motor Vehicles issuing office or via a local Government Liaison Office — no online download |
Costs and processes are set by each jurisdiction and can change. The figures above are approximate guidance only — confirm the current fee and turnaround on the official page before you pay. If a link has moved, search your province or territory's official government website for "driver's abstract" or "driving record."
United States — Motor Vehicle Record (MVR)
Four things work differently in the United States than in Canada, and they trip people up:
- The agency is not always called the DMV. Depending on the state it may be the Department of Motor Vehicles, Motor Vehicle Division, Bureau of Motor Vehicles, Department of Public Safety, Department of Revenue, Department of Licensing, Secretary of State, or — in Hawaii — the District Court. The table below names the right one for each state.
- Records come in different lengths, at different prices. Most states sell a 3-year record, a 7- or 10-year record, and sometimes a full or lifetime history. Ask the Organization how far back it needs before you pay; buying the cheapest 3-year record and then being asked for a 7-year one means paying twice.
- Certified costs more than non-certified. A certified copy carries an official seal and is often several times the price (in Pennsylvania, $46 rather than $15). Most Organizations accept a non-certified record — check first.
- A record only covers the state that issued it. There is no national US driving record. If you have been licensed in more than one state in the period the Organization looks at, you may need a record from each of them.
What it usually costs: most states charge roughly $2–$25 USD. Ohio's 2-year unofficial record is free, California charges $2, and Delaware and Oklahoma are at the top of the range.
A note on privacy: US driving records are protected by the federal Driver's Privacy Protection Act (DPPA, 18 U.S.C. § 2721), which limits who may obtain your record and for what purpose. Requesting your own record is always permitted. If the Organization ever orders your MVR directly instead of asking you to upload it, it must have a permissible purpose under the DPPA and your written authorization — see the Background Check Consent.
| State | Where to get it | Document name | Approx. cost (USD) | How |
|---|---|---|---|---|
| Alabama | ALEA — Driver License Division | Driving Record (3-year) / Driver Abstract (full) | ~$5.75 (3-year) · ~$15 (full) | By mail or phone; full abstract in person at a reinstatement office |
| Alaska | Alaska DMV | Driving record | ~$10 | Online, by mail, or in person |
| Arizona | Arizona MVD — AZ MVD Now | Motor Vehicle Record (39-month or 5-year) | ~$3–$6 depending on type | Online via AZ MVD Now (instant) |
| Arkansas | Arkansas DFA — Driver Services | Driving record (insurance or commercial) | ~$12.70–$14.20 | Online via myDMV, in person, by mail, or by phone — the full History Record cannot be ordered online |
| California | California DMV | Driver record (form H-6) | ~$2 | Online, by mail, or in person |
| Colorado | Colorado DMV | Motor Vehicle Record (MVR) | ~$8 | Online (instant) or by mail |
| Connecticut | CT DMV | Driving history | ~$20 | Online (download), in person by appointment, or by mail |
| Delaware | Delaware DMV | Driving record | ~$25 | Online, by mail, or in person |
| District of Columbia | DC DMV | Driving record | ~$13 | Online or in person |
| Florida | FLHSMV | Driver transcript (3-year, 7-year, or complete) | ~$8 (3-year) · ~$10 (7-year) | Online via MyDMV Portal, at a tax collector or county clerk, or by mail |
| Georgia | Georgia DDS | Motor Vehicle Report (MVR) | ~$6 (3-year) · ~$8 (7-year/lifetime) | Online, in person, or by mail — note a one-time account setup fee (~$20) applies if you create an account to order a single report online |
| Hawaii | HDOT / District Court | Driver History Record (DHR) or court Traffic Abstract | ~$9 (DHR) · ~$20 (traffic abstract) | In person or by mail at any District Court — Hawaii records are court-issued, not DMV-issued |
| Idaho | Idaho Transportation Department | Driver License Record (DLR) | ~$7 · ~$21 certified | Online, at some county driver license offices, or by mail/email (form ITD 3120) |
| Illinois | Illinois Secretary of State | Driving Record Abstract | ~$20 | Online (instant PDF), at a DMV facility, or by mail |
| Indiana | Indiana BMV | Official Driving Record | ~$12 | Online via myBMV |
| Iowa | Iowa DOT | Driving record | ~$10 | Online via MyMVD or by mail |
| Kansas | Kansas Department of Revenue | Driving record | ~$17 | Online or by mail |
| Kentucky | Kentucky Transportation Cabinet | Driver history record | ~$6 | Online or by mail |
| Louisiana | Louisiana OMV — Express Lane | Driving record | ~$18 | Online or in person |
| Maine | Maine BMV | Driving record | ~$7 | Online or by mail |
| Maryland | Maryland MVA | Driving record | ~$15 | Online, in person, or at a self-service kiosk |
| Massachusetts | Massachusetts RMV | Driving record | ~$8 | Online via myRMV or by mail |
| Michigan | Michigan Secretary of State | Driving record | ~$15 | Online or by mail |
| Minnesota | Minnesota DVS | Driving record | ~$5 | Online via MyDVS, by mail, or in person |
| Mississippi | Mississippi Department of Public Safety | Driving record (MVR) | ~$14 | Online or in person |
| Missouri | Missouri Department of Revenue | Driving record | ~$3 | Online, by mail, or in person |
| Montana | Montana MVD | Driving record | ~$8 | Online or by mail |
| Nebraska | Nebraska DMV | Driver record | ~$15 | Online (view immediately) or by paper request — allow 2–3 weeks for mail |
| Nevada | Nevada DMV | Driving history | ~$7 | Online via MyDMV, in person, or by mail |
| New Hampshire | New Hampshire DMV | Driving record | ~$18 | By mail or in person — request form must be notarized |
| New Jersey | New Jersey MVC | Driver history abstract | ~$12 | Online, by mail, or in person |
| New Mexico | New Mexico MVD | Certified driver record | ~$10 — free if requested in person | In person, by fax, or by phone (form MVD-11260) |
| New York | New York DMV | Driving record abstract (Standard, Lifetime, or CDL) | ~$7 standard · ~$10 certified | Online via MyDMV (instant PDF) or by mail |
| North Carolina | NC DMV | Driving record | ~$13 | Online or by mail |
| North Dakota | North Dakota DOT | Driver abstract | ~$3 | Online (limited abstract, view/print only) or by mail — the complete record can only be ordered in person in Bismarck |
| Ohio | Ohio BMV | Unofficial 2-year record, or certified driving record | Free (unofficial, 2-year) · ~$5 by mail · ~$8.50 online (certified) | Online or by mail |
| Oklahoma | Service Oklahoma | Motor Vehicle Report (MVR) | ~$25 + ~$2.50 transaction fee — waived if you are 65 or older | Online, in person at a licensed operator, or by mail |
| Oregon | Oregon DMV | Driving record | ~$14 | Online, by mail, or in person |
| Pennsylvania | PennDOT Driver & Vehicle Services | Driver history (3-year, 10-year, or full) | ~$15 · ~$46 certified | Online (instant download) or by mail (form DL-503) |
| Rhode Island | Rhode Island DMV | Driving record | ~$22 | Online or in person |
| South Carolina | SCDMV | 10-year driving record | ~$11 | Online, in person, or by mail |
| South Dakota | South Dakota DPS | Driving record | ~$5 | By mail or in person at an exam station — no instant online download |
| Tennessee | TN Dept of Safety — Driver Services | Driving record (MVR), 3-year | ~$5 | Online (instant PDF), at a Driver Services Center, or by mail |
| Texas | Texas DPS | Driver Record (several types) | ~$6.50 depending on type | Online (print or email at the end of the order) or by mail (form DR-1) |
| Utah | Utah Driver License Division | Driving record (MVR) | ~$11 | Online, by mail, or in person |
| Vermont | Vermont DMV | Driving record | ~$21 | Online via myDMV or by mail |
| Virginia | Virginia DMV | Driver transcript | ~$8 | Online, in person, or by mail |
| Washington | Washington State Department of Licensing | Driving record | ~$15 | Online (instant) or by mail |
| West Virginia | West Virginia DMV | Driving record | ~$13 | Online or by mail |
| Wisconsin | Wisconsin DOT | Driver record abstract | ~$7 | Online (instant) or by mail |
| Wyoming | WYDOT Driver Services | Driving record | ~$10 | Online via oneWYO, by mail, or in person — allow 7–10 business days for mail |
Costs and processes are set by each state and can change, and the price depends on the length of record and whether you need it certified. The figures above are approximate guidance only — confirm the current fee and turnaround on the official page before you pay. If a link has moved, search for your state's licensing agency plus "driving record" and use the .gov result.
3. Background check
What it is: a criminal record check run through Certn, our background-screening provider.
What to expect:
- The full terms of what you are authorizing — what is checked, how the result is used, how long it is kept, and how to dispute an inaccurate result — are in the Background Check Consent. Please read it before you consent.
- The Organization that is onboarding you, not Tripshepherd, decides how the result affects your application, subject to applicable law.
You do not need to upload anything for the background check — once you consent, it runs automatically.
If you are in Canada: the check is a Canadian criminal record check. You authorize Certn to receive your legal name and date of birth by checking the consent box. It typically takes 24–72 hours to complete.
If you are in the United States: there is no single national criminal database available to employers, so the check is assembled from county, state, and federal court searches in the places you have lived, plus sex offender registry searches. Because of that:
- Certn needs more information than in Canada — your legal name and any former names, date of birth, address history, and Social Security number. The SSN is used to confirm your identity and work out which jurisdictions to search. It is not used for a credit check.
- It commonly takes longer than 72 hours, because turnaround depends on how quickly the individual courts respond.
- You will be given a separate standalone disclosure and written authorization under the federal Fair Credit Reporting Act (FCRA), together with a copy of A Summary of Your Rights Under the Fair Credit Reporting Act. Read them before you consent — those documents, not this help page, are the operative authorization.
- If the Organization decides not to move forward because of something in the report, the FCRA entitles you to see the report and respond before the decision is final, and to a formal notice afterwards. Section 11.5 of the Background Check Consent sets out both steps. Your state or city may give you further rights — several require a conditional offer before any criminal history inquiry.
4. Submitting your documents
When all required items show as uploaded, tap Submit documents. You can come back and re-upload anything that is rejected or needs to be clearer. If you're unsure whether a document qualifies, ask the Organization that invited you before submitting.
5. Questions
For questions about a specific requirement, what counts as acceptable, or the status of your onboarding, contact the Organization that invited, onboarded, or manages you. For questions about the Tripshepherd platform itself, email info@tripshepherd.com.