How to Complete the GLN Vetting Form
Every operator in the network goes through the same review, submits the same documentation, and meets the same standards. This consistency is what makes GLN partnerships reliable. When you receive a farm-out from a GLN member in another city, you are working with an operator who has been held to the same level of scrutiny as you. The vetting form is where that standard is established.
Read this guide in full before you open the form. Having every document ready before you start will save you significant time and reduce the risk of errors that could delay your approval.
Before you start — prepare these documents
Gather the following before opening the form. File Uploads must be completed from the same device — you cannot start on one device and upload files from another.
- Company logo (JPG, PNG, or GIF)
- Minimum 4 professional photos of your operation or fleet
- Business license (number, expiration date, and document scan)
- Operating license permit (name, number, expiration date, and document)
- Municipal or regional operating licenses, if applicable
- Professional driver’s license or PSV license details
- US operators: MC Number, USDOT certificate, CDL details, Limo Carrier Registration (where applicable)
- Certificate of insurance with full vehicle schedule
- Workers’ compensation and employer’s insurance certificates
- Complete fleet details for every insured vehicle (make, model, year, license plate, passenger capacity, luggage capacity)
- Fleet photos organized by vehicle in a shared cloud folder (instructions in Section 11)
- Rate sheet in PDF format, all prices in USD
- Tax ID document
Fields marked with a red asterisk (*) are required. All others are optional — leave them blank if they do not apply to your operation.
A note on document uploads
Two rules apply to every file upload field in this form:
Same device required. You must complete the form and upload all documents from the same device. Starting the form on a desktop and attempting to upload files from a phone, or vice versa, will cause upload failures. Choose your device before you begin and use it throughout.
2-day document expiry. If you save your progress and return to the form after more than 2 days, all previously uploaded documents will need to be re-uploaded. The form data you entered will still be saved, but file attachments do not persist beyond 2 days. If you have a large number of documents to upload, plan to complete the form in fewer sessions.
Section 1 — Company Information
Start by selecting your region.
Enter your company’s legal name exactly as it appears on your business registration.
For your logo, upload the file directly — accepted formats are JPG, PNG, and GIF.
For your company and fleet photos, paste a link to a shared cloud folder (Google Drive, Microsoft OneDrive, and Dropbox are all accepted). Upload a minimum of 4 photos to the folder before submitting the link. These will appear on your GLN profile — use clean, professional images that accurately represent your operation. Make sure the folder’s sharing permissions are set to “anyone with the link can view” before pasting the link into the form.
Section 2 — Company Preferred Communication
Select the channel your dispatch team monitors most reliably around the clock. GLN partners will use this method when coordinating trips with you, so accuracy here directly affects how smoothly you collaborate within the network.
Section 3 — Type of Operator
Select the category that accurately describes your operation: Limousine, Motorcoach, or Bus Company. This determines how your listing is classified in the network directory and how you appear in partner searches.
Section 4 — Business Tax ID Number
Enter your Tax ID as issued by the relevant authority in your country. Upload the corresponding document as a PDF. Scanned copies are accepted provided they are legible and unaltered.
Section 5 — Licenses
This is the most document-intensive section. All expiration dates must be entered in MM/DD/YYYY format — entries in any other format will not be accepted. Accepted file types for all uploads in this section: JPG, JPEG, GIF, PNG, BMP, PDF. Maximum 2MB per file, up to 4 files per upload field.
Business License Enter your license number and expiration date, then upload the document. Use the + button to add entries if you hold more than one business license.
Operating License Permit Enter the license name, number, and expiration date. Upload the corresponding document.
Municipal or Regional Operating Licenses If your operation requires city- or region-level permits in addition to your main operating license, enter each one here using the + button. If none apply to your jurisdiction, leave this subsection blank. (only for International Operators)
Professional Driver’s Operating License or PSV License Enter the name, number, and expiration date for the driver’s license class applicable in your country or region. Depending on your jurisdiction, this may be a Public Service Vehicle (PSV) license or a professional driver’s endorsement. (only for International Operators)
US operators only — additional fields
- MC Number — your FMCSA Motor Carrier number, if applicable. Upload supporting documentation.
- USDOT Number — required if you operate vehicles with a GVWR over 10,001 lbs or transport passengers commercially across state lines. Upload your USDOT certificate.
- Limo Carrier Registration — state-issued registration number and document, where required by your state.
If any of these do not apply to your specific operation, leave the field blank. If you are uncertain whether a field applies to you, contact GLN before submitting.
Section 6 — Insurance
Enter your insurance company name, policy filing number, and expiration date. Select the type of insurance from the dropdown and upload your certificate of insurance.
Upload your full vehicle schedule as a separate file. The vehicles listed on your insurance schedule must match exactly the vehicles you enter in Section 11. A mismatch between your insurance documentation and your fleet entries is one of the most common reasons a vetting review is delayed. Cross-check both before submitting.
Section 7 — Employees Insurance (Optional)
Enter your workers’ compensation expiration date and upload proof of employer’s insurance. If workers’ compensation is not a legal requirement in your jurisdiction, enter the equivalent employee liability coverage you carry and upload that documentation instead.
Section 8 — Reservation Software(s)
Select every dispatch and reservation platform your company currently uses. If your software is not listed, enter it in the Other field. This helps GLN assess operational compatibility with network partners.
Section 9 — Dispatch
Indicate your dispatch setup. GLN requires 24/7 dispatch coverage or a dedicated after-hours emergency contact number from all network members.
Section 10 — Driver Live Updates
Select the method your drivers use to provide live trip updates. When you execute a farm-out on behalf of a GLN partner, this is how they monitor trip progress in real time. Select the method your operation actually uses — not the one you intend to implement.
Section 11 — Fleet Information
Enter every vehicle you have insured on your vehicle schedule. For each vehicle, provide: Make, Model, Year, License Plate, Passenger Capacity, and Luggage Capacity. Use the + button to add each additional vehicle.
Age requirements: Small vehicles must be no more than 5 years old. Large vehicles must be no more than 10 years old. For example, if you are completing this form in 2025, a small vehicle manufactured in 2019 does not meet the requirement and should not be entered. Vehicles outside these thresholds will not be approved during the vetting review.
Fleet photos
Photos are shared via a cloud folder — they are not uploaded directly through the form. Set up your folder before you get to this section using the following structure:
- Create a main folder named: GLN & [Your Company Name]
- Inside it, create one subfolder per vehicle named: VEHICLE X (LICENSE PLATE)
- Inside each vehicle folder, upload:
- VEHICLE X (LICENSE PLATE) EXTERIOR.PNG — required
- VEHICLE X (LICENSE PLATE) INTERIOR.PNG — required
Make sure every vehicle you are entering in the form has a corresponding folder with both photos before you submit. Incomplete photo folders will be flagged during review. Set the folder’s sharing permissions to “anyone with the link can view,” then paste the shared link into the Fleet Photo Shared Link field.
Section 12 — Pricing & Fees
All fields in this section are required. All amounts must be entered in USD, regardless of your country of operation. Do not enter figures in your local currency — GLN uses USD as the standard across the network for partner pricing transparency.
Upload your rate sheet as a PDF (max 2MB) covering only the vehicles you own and operate.
For each fee field, enter the value that applies to your pricing model. If a fee does not apply, enter 0. Do not leave any field blank.
The fields covered are: Gratuity (%), Peak Rate (%), Admin Fee (%), Fuel Surcharge (%), Extra Stop, Wait Time, Tolls, Meet & Greet Domestic, Meet & Greet International, Child Seat, International Pickup Fee (%), Smoking Fee, Airport Fee, Parking Fee, Cleaning Fee, and Travel Time.
Section 13 — Terms & Conditions
Check the box confirming you have read and agreed to the GLN Terms and Conditions and Privacy Policy. Both documents are available via the links in this section.
Document language requirement: All non-English documents submitted anywhere in this form must be accompanied by a certified English translation, or at minimum a professionally prepared English translation. Submissions with untranslated documents will be flagged and may delay your approval.
At the bottom of the page you will find two buttons:
Save & Resume — saves your current progress and generates a unique link for your session. Once the link appears, copy it immediately and store it somewhere secure, or enter your email address in the field provided and send it to yourself. This link is the only way to return to your form. If you lose it, you will need to start over. Note that uploaded documents do not persist beyond 2 days — if you return after that window, you will need to re-upload all files even if your form data is still saved.
Submit Form — finalizes and submits your completed form to GLN. Before clicking Submit, confirm that every required field is filled, all documents are uploaded, your fleet photo folder is complete and shared, and your vehicle entries match your insurance schedule exactly. The vetting review begins from the moment your form is received.
A note on Independent Operator Partners
If you work with independent operators outside your own fleet, GLN allows this — but each independent partner must be individually vetted and approved before you can assign GLN trips to them. This means each partner will need to complete this same vetting form and pay the applicable membership fee independently. There are no group submissions or blanket approvals. The same standard that applies to you applies to every operator executing trips within the network.
What comes next is covered in the following post: [link to A3].