Why the request goes wrong so often
Most delay in this process is not reluctance; it is ambiguity. A candidate asked for “a driving record” with no further detail has several documents to choose between, and Ontario issues more than one.
Common failure modes: a candidate orders a driver licence history (which contains no convictions at all), pays for a certified copy and waits weeks for it to be mailed, or supplies a record from eight months ago. Each costs days. The record types are set out in Ontario driver record types compared.
How to word the request
Specify all three of these:
- The record type: “an uncertified 3-year Ontario driver record”.
- The recency requirement: “issued within the last 30 days”.
- The format and destination: “as a PDF, sent to [address]”.
It is also worth saying that candidates can order an Ontario drivers abstract online and it normally arrives within minutes. Candidates who assume an office visit is required often delay simply because they are waiting for a free morning.
Consent and personal information
A driving record is personal information about the individual. Having the candidate obtain and provide their own record keeps consent unambiguous, avoids you handling their licence number, and means the document arrives directly from the person it concerns.
Once received, treat it as you would any sensitive personnel record: limit who can see it, keep it only as long as you need it, and store it accordingly.
Reading what you receive
An uncertified 3-year record shows:
- Licence status, class and conditions: the first thing to check, since the class must actually cover the vehicle the role requires.
- Expiry date: an expired licence is a more immediate problem than an old conviction.
- Convictions and suspensions from roughly the past three years.
- Current demerit points.
A note on interpretation: convictions and demerit points expire on different schedules, so zero points does not mean no convictions. Read both, not just the total; how long convictions stay on a record explains why. For the layout itself, see how to read an Ontario driver abstract.
What a driver abstract is not
It is not a criminal record check. If your role requires both; they are separate requests from separate sources, and the police check takes considerably longer, so start that one first. See driver abstract versus police record check.
It is also not a CVOR abstract. If you operate commercial vehicles, your CVOR record is a separate document belonging to the business, distinct from each driver’s personal record (see CVOR versus driver abstract).
Ongoing checks
Hiring is not the only point this matters. Annual re-checks are common for driving roles, and insurers often expect them. Setting a predictable schedule and telling staff in advance makes it routine rather than something that reads as suspicion.
Commercial transport operators typically run the most structured version of this, see driver abstracts for truck drivers.
Frequently asked questions
Can an employer order a driver abstract on an employee's behalf?
A driving record is personal information and requires the driver's consent. In practice the standard approach is to have the candidate obtain their own record and submit it, which keeps consent unambiguous and avoids handling somebody else's licence number.
What should an employer ask a candidate for?
An uncertified 3-year Ontario driver record, issued within a stated window, 30 days is the common standard. Specify the record type and the recency requirement in writing so candidates do not order the wrong document.
How often should employers re-check driver records?
Annual re-checks are common for roles involving driving, and insurers frequently expect them. Sectors such as commercial transport tend to re-check more rigorously as part of maintaining driver files.
How long does it take a candidate to get one?
An uncertified 3-year record ordered online is usually delivered as a PDF within minutes, so requesting one need not hold up an offer.
Can we accept a record the candidate already has?
That is your decision, but set a recency rule and apply it consistently. A record from several months ago may no longer reflect the candidate's current standing.