What Is a Motor Vehicle Background Check: Compliance 101

According to the Federal Motor Carrier Safety Administration (FMCSA), 18% of large truck drivers involved in fatal crashes had previously been involved in a crash, and over 21% had prior speeding convictions—a clear reminder that past behavior behind the wheel often predicts future risk [FMCSA, 2021 Large Truck and Bus Crash Facts]. For companies that employ commercial drivers, this data makes one thing clear: conducting a motor vehicle background check is non-negotiable.

Still, many employers either overlook or underestimate the importance of thorough MVR checks, exposing their businesses to serious consequences. From compliance violations and liability exposure to rising insurance premiums and increased crash risk, the fallout from a single bad hire can be significant.

In our latest blog, we’ll explain exactly what a motor vehicle background check is, how it fits into a compliant driver qualification process, how to obtain one, what legal factors you need to consider, and how MVRs can affect your safety score and insurance rates.

What Are MVR Checks?

A Motor Vehicle Record (MVR) check, also known as a motor vehicle background check, is a specialized report that provides a snapshot of a driver’s history behind the wheel. It includes details such as license status, traffic violations, DUI convictions, accident history, and license classifications or endorsements. These checks are essential for evaluating a driver's safety and compliance track record—especially in the commercial driving industry.

Unlike a general background check, which covers broader aspects of a person’s history (such as criminal records, employment verification, and education), an MVR check is laser-focused on driving behavior and motor vehicle compliance. For employers hiring commercial drivers, MVRs are a critical part of the driver qualification process and a key tool for maintaining fleet safety and regulatory compliance.

MVR Check vs. General Background Check

Here’s a quick comparison to highlight how MVR checks differ from general background checks:

Employers in transportation and logistics must go beyond standard checks to ensure they’re hiring responsible, qualified drivers. MVRs provide the insight needed to make safer, smarter hiring decisions.

What Does an MVR Include?

A motor vehicle background check provides a detailed report of a person’s driving record as maintained by their state’s Department of Motor Vehicles (DMV). While the format and depth of information can vary by state, most MVRs include the following:

Personal Information

• Full name
• Date of birth
• Driver’s license number
• License class and status (e.g., valid, suspended, revoked)
• License issue and expiration dates

Driving History

• Traffic violations: Speeding, reckless driving, failure to yield, running red lights, etc.
• DUI/DWI convictions: Alcohol or drug-related driving offenses.
• Accidents: Includes at-fault crashes, when available.
• License actions: Suspensions, revocations, reinstatements.
• Endorsements and restrictions: CDL classifications, hazmat, passenger transport, school bus, etc.

MVRs are essential for identifying risky patterns of behavior—such as frequent violations or a suspended license—that might otherwise go undetected during the hiring process.

State-by-State Variations

It’s important to note that MVR reports are not standardized nationally. Each state maintains its own database and sets its own rules for access and reporting. These differences can affect what information is available, how far back records go, and how quickly you can obtain a report.

• Driving safety trends vary by state:

• States with higher rates of violations (Texas, California, Florida) tend to report more frequent speeding tickets, DUIs, and accidents due to higher populations and traffic density.
• States with lower violation rates (Vermont, New Hampshire, and Maine) consistently show fewer infractions per capita.

• Access methods vary:

• Some states (Arizona or Ohio) offer online portals for real-time MVR access.
• Others may require in-person or mail-in requests, which can delay the hiring process.

Being aware of these variations is crucial for employers hiring across multiple states or operating a multi-state fleet.

MVR Check for Employers: Types & Use Cases

There’s no one-size-fits-all approach to MVR checks. The type of MVR screening an employer chooses often depends on their industry, compliance requirements, and risk tolerance.

Types of MVR Checks

Common Use Cases

• Trucking & Transportation

  • Mandated by the FMCSA: Employers must run MVR checks during the hiring process and annually thereafter to remain compliant.
  • Helps determine driver qualification under DOT regulations.

• Rideshare & Delivery Services

• • • Many platforms conduct both initial and periodic checks to protect riders and maintain reputation.

• Corporate Fleets & Sales Teams

• Companies that assign vehicles to employees need to confirm that those drivers are licensed, responsible, and low-risk.
• MVR checks reduce liability exposure in the event of a company vehicle accident.

How MVR Checks Impact Business Costs & Liability

Hiring a commercial driver without a thorough motor vehicle background check can be a costly mistake. From regulatory fines to skyrocketing insurance premiums, the risks of non-compliance or negligent hiring quickly add up. In contrast, a proactive MVR monitoring strategy not only safeguards your business—it can also drive down costs over time.

1. Increased Non-Compliance Risk & Fines

Employers of commercial drivers have clear legal obligations when it comes to MVR checks—especially under FMCSA and DOT regulations. Failing to meet these obligations can result in steep penalties and expose your company to significant legal risks.

FMCSA & DOT Regulations

For employers of CDL drivers, motor vehicle background checks are federally mandated under regulations set by the Federal Motor Carrier Safety Administration (FMCSA) and the Department of Transportation (DOT).

• Pre-Hire Requirement:
  Employers must obtain an MVR from each state where the driver has held a license during the past 3 years before placing them behind the wheel. This is a crucial part of the Driver Qualification File (DQF), which must be completed and maintained for every commercial driver.
• Annual Review Requirement:
  Employers must request and review an updated MVR for each CDL driver annually to ensure the driver continues to meet the minimum qualifications to operate a commercial motor vehicle (CMV). This includes reviewing:
  • New violations
  • License suspensions or revocations
  • Medical certification status (when applicable)
• DQF Maintenance:
  The DQF must include documentation that the employer has reviewed the annual MVR and determined the driver is still qualified to operate a CMV.

Failure to maintain a complete and up-to-date DQF—or neglecting to conduct annual MVR reviews—can result in FMCSA fines of up to $12,120 per violation, per driver (as of 2024). These violations can also trigger compliance audits, downgraded safety ratings, and increased insurance scrutiny.

Privacy & Fair Hiring Laws

In addition to FMCSA regulations, employers must comply with federal privacy and consumer protection laws when conducting MVR checks:

• Fair Credit Reporting Act (FCRA):

  • Because MVRs are considered a type of “consumer report,” employers must follow FCRA guidelines when using them for employment purposes.
  • This includes:
    • Obtaining written consent from the driver before ordering an MVR.
    • Providing a pre-adverse action notice if the MVR reveals information that could lead to a negative employment decision.
    • Giving the driver a copy of the report and a chance to dispute any inaccuracies.
    • Issuing a final adverse action notice if the employment decision stands.

• Driver’s Privacy Protection Act (DPPA):

  • The DPPA restricts access to personal information in state motor vehicle records.
  • Employers must ensure they have a permissible use under the law—such as employment screening for safety-sensitive roles—and use MVR data only for that stated purpose.
  • Violations of the DPPA can result in civil penalties, lawsuits, and damages.

Negligent Hiring & Retention Risks:

If an employer hires or retains a driver with a known history of dangerous behavior (e.g., multiple DUIs or license suspensions), and that driver causes a crash, the company may face a negligent hiring or retention lawsuit.

• Lawsuit Settlements in these cases can range from hundreds of thousands to millions of dollars, depending on severity.

2. Increased Insurance Costs & Liability

Insurance providers use MVR data to assess the risk profile of your drivers—and by extension, your entire business.

• A fleet with drivers who have clean records typically enjoys lower insurance premiums.
• Conversely, a company that fails to vet drivers or regularly check MVRs will likely be flagged as high-risk, leading to:
  • Higher annual premiums
  • Limited coverage options
  • Increased deductibles

According to industry estimates, companies with poor driving records can see premium increases of 20–40%, adding tens of thousands of dollars in annual costs.

3. Increased Accident-Related Costs

Failing to check MVRs means you're flying blind when it comes to driver safety—and that often results in more accidents and higher costs.

At-Fault Accidents = Major Expenses

• If a driver with a history of violations causes a crash, the employer may be liable for:
  • Medical bills and workers’ compensation claims
  • Legal fees and settlements
  • Increased insurance premiums

A single injury-related crash can cost employers upward of $200,000, and fatal accidents can exceed $1 million in total losses.

Vehicle Repair & Downtime

• Accidents mean repair costs, but they also take trucks off the road, delaying deliveries and reducing revenue.
• Unscheduled maintenance and vehicle downtime can erode profits quickly—especially for small or mid-sized fleets.

4. Operational Disruptions & Loss of Productivity

When a driver’s MVR reveals a disqualifying violation—either at hire or during annual reviews—it often means that driver must be pulled from duty immediately. This creates a ripple effect throughout your operations.

Costly Turnover and Hiring Delays

• Disqualifications can lead to sudden driver turnover, leaving companies scrambling to find a replacement.
• Recruiting, onboarding, and training a new driver can cost $5,000–$10,000 per hire, not including lost productivity.

Productivity Losses

• When a driver is unexpectedly sidelined, it disrupts delivery schedules, customer service, and fleet efficiency.
• Missed deadlines and service issues can damage your company’s reputation and strain client relationships.

A strong MVR check process is not just a legal obligation, it’s a smart business strategy. New software platforms enable continuous MVR monitoring, so companies can minimize compliance risk, reduce costs, and ensure that only safe, qualified drivers are behind the wheel.

💡 Pro Tip: DriverReach helps streamline MVR monitoring so your fleet meets regulatory requirements and avoids expensive disruptions. Learn how DriverReach customer RelaDyne stays audit-ready 24/7 with our powerful MVR integrations.

Best Practices for MVR Checks

Understanding what a motor vehicle background check is is only the beginning. To truly reduce risk and maintain compliance, employers need to build MVR checks into a consistent and proactive driver management strategy. These best practices can help you avoid costly missteps, and streamline your compliance efforts in the process.

✔️ Conduct MVR Checks Before Hiring

• Ensures drivers are qualified, licensed, and have a clean safety record before operating a commercial vehicle.
• Helps prevent negligent hiring claims by documenting due diligence in the hiring process.
• Filters out high-risk candidates early, saving time and protecting your fleet.

✔️ Implement Ongoing MVR Monitoring

• Provides real-time alerts when a driver’s record changes—such as a license suspension, DUI, or serious violation.
• Allows you to act immediately on new risk indicators instead of waiting for the annual review.
• Helps reduce exposure to liability and improves overall fleet safety.

✔️ Review MVRs Annually (at Minimum)

• Required by the FMCSA as part of your ongoing Driver Qualification File (DQF) maintenance.
• Identifies patterns of risk that may have developed over the past year.
• Ensures that drivers still meet your company’s internal safety standards and federal requirements.

✔️ Check All States of Licensure

• FMCSA regulations require employers to obtain MVRs from every state where a driver has held a license in the past 3 years.
• Omitting a state could mean missing critical violations or suspensions on the driver’s record.
• Ensures complete and accurate evaluation of driver history.

✔️ Document MVR Reviews in the DQF

• Creates a clear audit trail showing that your company reviewed and evaluated MVRs in accordance with FMCSA rules.
• Helps demonstrate compliance in the event of a DOT audit or legal inquiry.
• Supports fair and consistent employment decisions.

✔️ Use Clear Hiring Criteria

• Ensures all drivers are evaluated against the same safety and compliance standards.
• Reduces subjectivity in hiring and termination decisions.
• Makes it easier to justify employment actions in the event of disputes or legal claims.

✔️ Train Managers on FCRA & DPPA Rules

• Ensures your hiring team handles MVRs lawfully and avoids costly privacy or procedural violations.
• Keeps your company compliant with consent requirements and adverse action procedures under the Fair Credit Reporting Act (FCRA).
• Prevents misuse of sensitive personal data protected by the Driver’s Privacy Protection Act (DPPA).

✔️ Automate Reminders and Recordkeeping

• Reduces human error and ensures important deadlines—like annual reviews—aren’t missed.
• Simplifies document tracking and storage for DQF compliance.
• Helps you stay audit-ready without manual spreadsheets or paper files.

DriverReach makes it easy to follow these best practices with tools like our Driver Qualification Checklist and automated deadline reminders, helping you stay on track with FMCSA and FCRA requirements—all in one platform.

How Employers Can Obtain an MVR Report

Once you understand the importance of MVR checks, the next question is: how do you actually get one? Employers have several options for obtaining motor vehicle background checks, each with its own pros, cons, and compliance considerations. Below are the most common methods used by carriers & private fleets:

Option 1: Directly from the DMV

Most state Departments of Motor Vehicles allow employers to request MVRs directly—either online, by mail, or in person.

• Pros:
  • Access to official state-maintained records
  • May be more cost-effective for one-off reports
• Cons:
  • Time-consuming to request from multiple states
  • No built-in compliance workflows or automation
  • Varying formats and turnaround times across states

Option 2: Third-Party Screening Services

Many employers use FCRA-compliant consumer reporting agencies (CRAs) to obtain MVRs as part of a larger background check process. Platforms like DriverReach streamline this process with built-in automation, storage, and reminders.

• Pros:
  • Fast, multi-state access from a single dashboard
  • Integrated with driver qualification files and ongoing monitoring
  • Built-in compliance tools for FCRA and FMCSA
• Cons:
  • May involve subscription or service fees
  • Still requires employer diligence to define disqualifying criteria

Option 3: Candidate-Provided Reports

Some employers ask candidates to pull their own MVRs from the DMV and submit them during the application process.

• Pros:
  • No upfront cost to the employer
  • Quick access if the candidate already has it
• Cons:
  • Potential for altered or outdated reports
  • Not legally sufficient for FMCSA/DOT compliance
  • Inconsistent formats and questionable reliability

✅ Pros & Cons to Obtain MVRs

Why This Matters: Lookback Periods & State Variations

Driving records aren’t one-size-fits-all—lookback periods, violation severity, and reporting standards vary widely by state. Fleet managers need to understand these differences to make consistent, informed hiring decisions across jurisdictions. A reliable, centralized MVR process helps eliminate gaps and keeps your compliance program airtight.

Lookback Periods

Most MVRs include 3 to 7 years of driving history, but this varies by state and offense type. Some states may not include older violations unless they’re severe (e.g., DUI or reckless driving).

Violation Consequences

Not all violations weigh equally. Fleet managers need to define what’s disqualifying—for example, one speeding ticket may not be an issue, but three in a year might signal high risk.

State-by-State Variations

Because every state has its own reporting system, request formats, turnaround times, and available data can differ. This is especially critical for companies hiring across state lines or managing multistate fleets.

Choosing the right method for obtaining MVRs—and understanding how to interpret them—can make or break your compliance program. For most fleets, using a trusted third-party service ensures a faster, more accurate, and fully compliant process.

Why MVR Checks Are a Business Essential

When it comes to hiring and managing commercial drivers, motor vehicle background checks aren’t optional—they’re essential. From ensuring compliance with FMCSA regulations to protecting your business from costly lawsuits, insurance hikes, and operational disruptions, MVR checks are your first line of defense against risk.

Neglecting them can cost you everything. Prioritizing them can save lives, protect your brand, and strengthen your bottom line. With DriverReach’s modern compliance management platform, you can streamline the entire MVR process (from pre-hire checks to ongoing monitoring) with automated reminders, digital DQ files, and seamless reporting that keeps you one step ahead.

Don’t wait for a violation or accident to wake you up! Take control of your driver compliance today. Schedule a demo with DriverReach and start protecting your business the smart way.

FAQs

What is a red flag on a background check?

A red flag is any information that may indicate a potential risk to the employer—such as a history of DUIs, license suspensions, reckless driving, or multiple recent violations. For commercial drivers, these issues could signal unsafe behavior or disqualify them from operating a commercial motor vehicle.

Does the DMV do background checks?

Yes, most state Bureaus or Departments of Motor Vehicles (BMVs/DMVs) maintain and provide Motor Vehicle Records (MVRs), which serve as a type of background check focused solely on driving history. However, they do not provide general criminal or employment background checks.

What is a bad MVR score?

A “bad” MVR isn’t always a numeric score—it typically refers to a record with serious or repeated violations, such as DUIs, license suspensions, or excessive speeding tickets. Employers often set internal thresholds, and FMCSA-regulated companies must ensure drivers meet specific qualification standards.

Does MVR show insurance?

No, an MVR does not show current insurance coverage. However, it may include past insurance-related actions, such as accidents or suspensions due to lack of insurance, depending on the state.