New Year, New Guidelines

Written By Stefanie Wenninger

Updating Your Driver Handbook

At the start of each year, reviewing and revising the driver handbook can support accurate communication, reflect current regulations, and align internal practices with industry standards. An updated handbook documents operational expectations, supports regulatory compliance, and reinforces consistent procedures across the fleet.

Purpose of Annual Handbook Review

Driver handbook can serve as a reference during DOT audits and internal compliance reviews. Inspectors may request to examine the handbook to assess whether company practices align with stated safety policies and FMCSRs. A version that reflects the current year’s regulatory and procedural standards helps reduce audit risk and supports uniform driver behavior.

Sections to Review and Update in 2026

1. FMCSA Regulatory References

  • Verify incorporation of new FMCSA rules issued in late 2025 or early 2026.

  • Focus areas:

  • Hours of Service (HOS) guidance.

    1. Drug and Alcohol Clearinghouse procedures.

    2. Recordkeeping expectations, such as confirming medical certifications were updated by the state DMV

Action: Match handbook content with current FMCSA regulatory language, bulletins, guidance, and interpretations.

2. Hours of Service and ELD Procedures

  • Ensure language matches actual operational practices for:

  • Personal conveyance use.

    1. Yard move classification.

    2. Log edits, certifications, and malfunction handling.

    3. Data backup procedures.

Note: Align guidelines with the specific capabilities of your ELD system.

3. Mobile Device and Distraction Guidelines

  • Confirm that the guidelines includes:

  • Prohibitions on handheld device use while driving.

    1. Acceptable use of hands-free systems.

    2. Reporting and remediation protocols for violations.

4. Driver Safety Responsibilities

  • Include expectations regarding:

  • Reporting of collisions.

    1. Notification of license status changes.

    2. Submission of accurate and timely DVIRs.

Additional topics may include seatbelt use, fatigue management, and space control during inclement weather.

5. Anti-Harassment and Discrimination Language

  • Include language that outlines:

  • Prohibited conduct.

    1. Complaint reporting process.

    2. Protections for drivers in training or under supervision.

Applicable to fleets operating under ELDT standards or with trainee programs.

6. Inspection and Maintenance Duties

  • Define the driver’s role in:

  • Pre-trip and post-trip inspections.

    1. Reporting mechanical defects.

    2. Procedures for responding to out-of-service declarations.

Documentation should reference FMCSA Part 396 requirements and internal reporting protocols.

7. Winter Weather and Emergency Routing

  • Include instructions covering:

  • Equipment such as tire chains and cold-weather gear.

    1. Reporting delays due to road closures.

    2. Use of alternate routes during extreme conditions.

8. Handbook Acknowledgment Process

  • Provide a new acknowledgment form for drivers each time the handbook is updated.

  • Archive completed acknowledgments for record retention.

  • Enable digital form completion for remote workers.

Distribution and Implementation

Upon finalizing updates:

  • Distribute the revised version.

  • Consider conducting an in-person or virtual training to explain key changes.

  • Allow time for review and clarification before requiring acknowledgment.

Annual handbook updates help align company guidelines with current regulatory requirements, clarify driver expectations, and standardize safety practices. Including this task in the Q1 compliance cycle can help ensure the document reflects current operations and is ready for inspection, if requested.

Stefanie Wenninger
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