1. Your order and scope
The fee is $99 for one U.S.-domiciled interstate non-hazardous property carrier's driver file: up to 75 supplied pages and inquiries to no more than three prior DOT-regulated employers. CDL, non-CDL and owner-operator cases are identified at intake. Special exceptions, additional employers, additional pages and urgent deadlines require an agreed scope and price before purchase. Required items are never omitted to fit the price limit.
Purchasing submits an order for this service. WHP confirms case fit, the named preparer and document reviewer, the carrier's responsible contact, deadlines, secure exchange location and the MVR arrangement before starting work or receiving sensitive records. If we cannot accept the case, the preparation payment is fully refunded. This checkout is not a driver-record authorization.
2. The deliverables
•
Driver application: We prepare the application from the driver's information, flag missing history and provide a copy for review and signature. Your responsibility: The driver supplies accurate history and signs. Include three years of employment history and the additional seven years of commercial driving employment when required.
•
Initial driving records (MVRs): We identify the licensing states and report types needed, provide ordering guidance and track your confirmation that each required MVR was received and retained. We do not obtain, inspect or evaluate MVRs. Your responsibility: The carrier opens its own provider account, completes required authorizations, orders and pays directly, and retains the actual reports in its DQ records. Confirm the driver reference, state, report date and storage location. An order receipt alone is not confirmation of receipt and retention.
•
Prior-employer inquiry package: We send safety-performance requests to up to three prior DOT-regulated employers, follow up twice and document responses and attempts in a separate restricted folder. Your responsibility: The driver supplies employer contacts and required consent. Responses depend on the former employers. Nonresponse remains documented; it is not treated as a successful verification. Clearinghouse queries and drug/alcohol program administration are separate carrier responsibilities.
•
Road-test evidence: We supply the road-test form and certificate for completion, or organize an eligible equivalent accepted by the carrier and record which route was used. Your responsibility: The carrier arranges the test with a qualified evaluator and supplies signed evidence. WHP does not conduct or certify the driving test. A CDL is not an automatic substitute in every case.
•
Medical qualification evidence: For CDL drivers, we identify the applicable medical-status MVR requirement and record carrier confirmation; WHP does not inspect the MVR or verify its medical-status contents. For non-CDL drivers, we organize the applicable medical examiner certificate and examiner-registry verification note. Your responsibility: The driver obtains the exam. The carrier verifies applicable CDL medical-status evidence and retains it, and supplies applicable non-MVR documents for preparation. Medical variances and unusual cases require scope review before purchase.
•
Annual MVR and review paperwork, when due: We track carrier confirmation of annual MVR receipt and retention, prepare the carrier review form and record the next due date. We do not inspect or evaluate the driving record. Your responsibility: The carrier orders and pays for the MVR, retains it, actually reviews the record and completes the review note. Future annual service and monitoring are not included.
•
Organized file and a clear list of gaps: You receive an indexed digital preparation package, a separate restricted investigation folder, editable WHP-prepared forms, a missing-items report and renewal dates. MVRs remain with the carrier; the index records their carrier-reported location and labels them Carrier confirmed — not inspected by WHP. Your responsibility: Retain the actual required MVRs with your DQ records and combine them with the delivered paperwork. Carrier confirmation is not a substitute for the report or an independent WHP verification. Pending or unresolved items remain clearly labeled.
•
Handoff and corrections: One 20-minute handoff and one consolidated correction round requested within 14 days of delivery. We correct our own preparation errors without an additional service fee. Your responsibility: Review the delivery and send one consolidated list of corrections. New drivers, new history and additional work require a separate agreement.
3. MVRs and outside charges
We identify the records needed for the applicable licensing jurisdictions. The carrier obtains and pays for MVRs through its own approved provider or DMV account, completes required disclosures and authorizations, and retains the actual reports in its DQ records. WHP does not order, receive, inspect, evaluate or store MVRs under this service. Do not send MVRs or provider credentials to WHP.
WHP records the carrier's confirmation of receipt and retention: driver reference, licensing state, report type/date, provider, carrier-controlled storage location, confirming person/date and annual-review status when due. Items are labeled Carrier confirmed — not inspected by WHP. An order receipt, pending request or failed/no-record response is not a received MVR. The carrier verifies the report contents, including applicable CDL medical status. MVRCheck is an optional independent provider; approval, products, prices and turnaround are controlled by the provider. Carrier-paid report costs and refunds are handled directly with that provider. Any other paid outside work requires separate written approval.
4. Employer inquiries
For each of up to three prior DOT employers, we send the initial request within two business days after accepted intake, payment and required authorizations. We follow up on unanswered or incomplete requests five and ten business days after the initial request, with a telephone attempt where a usable number is available. One contact correction and resend per employer is included. We retain responses and the dated attempt log in the restricted investigation folder.
We promise these efforts, not an employer's response. A fixed number of attempts does not automatically resolve missing evidence. We flag nonresponse and next steps to the carrier. Late responses received during the active case or included support period are filed without an extra outreach fee. Driver requests, disputes and sensitive findings are forwarded securely to the carrier within one business day, sooner if a deadline requires it. The carrier owns the response obligations and employment decisions.
5. Schedule and completion
Accepted intake means the carrier and driver are identified, the operational branch and history are confirmed, available records are supplied and unavailable records are identified. Initial forms and the gap register are due within three business days after accepted intake and payment. Final assembly is due within three business days after all closing evidence arrives. Business days are Monday through Friday except U.S. federal holidays; deadlines are 5 p.m. Pacific.
The active case period is 30 calendar days after initial-package delivery. Missing-item reminders are included on days 7 and 21. On day 30, an incomplete case receives an interim package and open-item report and is paused. We agree a schedule to resume; extra work or charges require an accepted written change order. These service dates do not extend regulatory deadlines.
Final assembly requires the applicable in-scope evidence; for carrier-held MVRs, it requires the specified carrier confirmation and an index showing where the carrier retains the actual report. WHP completion means the agreed preparation work is delivered; it is not independent verification of an MVR or of a complete regulatory DQ file. Customer acknowledgment of a missing item does not make it complete. Missing signatures, records or actions stay clearly identified. Interim delivery is not final completion, an audit pass or permission to operate.
6. Support and corrections
One 20-minute handoff and one consolidated correction round requested within 14 calendar days after delivery are included. Corrections cover the same driver and scope and are returned within three business days. WHP preparation errors are corrected free and do not consume this allowance. New drivers or additional services require a separate agreement.
7. Credit and refunds
A paid, unrefunded $30 WHP review for this same carrier and driver is credited in full toward preparation, with no expiration: $69 remains due. Contact us before checkout so we can verify the prior invoice and issue the correct payment request.
Before initial forms and the gap register are delivered, none of the preparation fee is earned. At initial delivery, the cumulative earned fee is $60; at final assembly it is $99. With a prior review credit, the additional earned amounts are $0, $30 and $69 respectively; a delivered prior review remains earned under its agreement. An incomplete interim package does not earn the final-assembly milestone.
For cancellation or WHP's inability to finish, we issue the unearned preparation balance within five business days, less only approved nonrecoverable outside costs. Provider refunds are passed back to you. No additional labor or outside purchase is authorized without your written acceptance of the work and price. There is no automatic renewal.
8. Carrier and driver responsibilities
The driver supplies truthful information and signs their own statements. The carrier provides accurate deadlines, arranges actual testing and examinations, evaluates driving records, completes carrier attestations and annual reviews, and makes hiring, retention and dispatch decisions. WHP does not sign for these people, invent historical evidence or backdate documents.
Excluded: MVR procurement, report inspection, evaluation and storage; medical exams, actual road tests, drug/alcohol tests or program administration, consortium enrollment, Clearinghouse registration and queries, inspection services, MVR dispute or adverse-action administration, legal advice, audit representation, log review, ongoing file maintenance, future annual service and app subscription/setup. No audit outcome or regulatory compliance is guaranteed.
9. Records and access
Before sensitive intake, we identify the secure carrier-controlled intake and delivery location, authorized service staff and any approved provider or reviewer. Do not send MVRs to WHP. Do not send Social Security numbers or other driver records through checkout or ordinary marketing email. Records are used only for this case, not another carrier or marketing. The carrier retains its own complete regulatory records; WHP is not the permanent custodian.
WHP access ends within 30 calendar days of service closure. Temporary driver-document copies are deleted within that period; backup copies expire within 90 days, unless a specific legal duty or hold requires otherwise. An exception is documented and disclosed. WHP retains the agreement, invoice and delivery log without driver-record attachments for six years. These arrangements must be supported by the selected storage system before sensitive intake.
10. Contact and changes
Provider: We Heart Paperwork. Contact Aaron at aaron@weheartpaperwork.com or 1 (509) 731-3164 for questions, cancellations, corrections or the review credit. Request mailing instructions before sending physical records; do not mail original driver documents without arrangement.
Any change to the accepted scope, fee, dates or responsibilities requires a written change order accepted by both parties. This carrier-held MVR revision applies to new orders accepting it. Existing orders retain their accepted scope unless both parties agree to a written change; later website edits do not change an existing order's agreed terms. The customer keeps delivered files without buying the app. Save a copy of these dated terms and your order confirmation.