MVR Check for Employers: What You Need to Know

If you are hiring candidates who will be driving or operating machinery as part of their jobs, it’s important to check their driving records before you extend a job offer.

Failing to perform a motor vehicle records (MVR) check during the hiring process could put your company at risk for lawsuits, property damage, and reputational harm.

At iprospectcheck, we conduct comprehensive driving record checks for employers across many industries.

This guide will help you understand how MVR checks work and how to use them effectively.

What is a Motor Vehicle Records (MVR) Check?

A Motor Vehicle Record (MVR) check provides driving history information from the candidate’s licensing state, giving you comprehensive insight into their road safety record and helping you determine if applicants are qualified to operate vehicles for your company.

Your business should conduct MVR checks for positions involving commercial vehicle operation, transportation of goods or passengers, or interstate travel.

For commercial driver’s license (CDL) holders or employees driving under government contracts, these screenings are legally mandatory.

What Does an MVR Check Show?

An MVR check provides a detailed view of a candidate’s driving record. Here’s what employers typically see:

• License Status – Confirms whether the driver’s license is valid, suspended, revoked, expired, or restricted.
• License Class and Type – Identifies what kind of license the applicant holds, such as a standard operator’s license or a Commercial Driver’s License (CDL), along with any required endorsements or restrictions.
• Issuance and Expiration Dates – Shows when the license was issued and when it expires, which helps confirm that the license is current and active.
• Driver’s Legal Name and Address – Verifies the name and registered address on the license for identity matching.
• Traffic Violations – Lists recorded moving violations such as speeding, running red lights, or reckless driving. The type and number of violations may reflect a pattern of risky behavior.
• Serious Driving Offenses – Includes major offenses like DUIs, DWIs, or vehicular manslaughter, which may not always appear in standard criminal background checks.
• License Suspensions or Revocations – Reports if the license has ever been suspended or revoked, along with reasons and reinstatement details.
• Accidents – May include crash reports indicating whether the driver was involved in accidents resulting in property damage, injury, or death.
• Driving Restrictions – Notes any limitations on the driver’s ability to operate certain types of vehicles or drive under specific conditions.

These checks can also reveal broader behavioral patterns; frequent traffic offenses may indicate poor judgment or a lack of personal responsibility, which could impact job performance and safety.

Why are MVR Checks Important?

Checking your applicants’ and employees’ driving records as a part of your company’s background check process can help you in the following ways:

1. Confirm the Driver Has the Right License

MVR checks confirm that an employee’s driver’s license is valid and appropriate for the type of vehicle they’ll be operating, including any necessary endorsements.

This is especially important for roles regulated by the U.S. Department of Transportation (DOT), where drivers must hold a Commercial Driver’s License (CDL) to legally operate heavy trucks or commercial vehicles.

Hiring someone without the required license can lead to DOT violations, legal penalties, and serious safety risks.

Verifying proper licensing helps you stay compliant and protect everyone on the road.

2. Identify Safety Risks

Reviewing an applicant’s driving record enables employers to detect patterns of unsafe behavior, such as frequent traffic violations or accidents.

This evaluation is crucial for positions involving driving responsibilities, as a history of reckless driving may indicate a higher risk of future incidents.

For instance, neglecting to review an applicant’s history of DUIs could inadvertently place a dangerous driver on the road, endangering public safety and exposing the company to liability.​

The importance of such assessments is underscored by the significant impact of motor vehicle incidents in the workplace.

Given that transportation incidents were responsible for over one-third of all workplace deaths in the United States in 2023, it’s essential to thoroughly review driving records when hiring employees who will operate vehicles.

By proactively identifying safety risks through MVR checks, employers can improve workplace safety, reduce potential liabilities, and contribute to overall public safety.

3. Reduce Liability Risks

Employing drivers with poor driving records can significantly increase an organization’s liability exposure.

Negligent hiring practices, such as failing to conduct thorough background checks, have led to substantial legal judgments against companies.

For example, a trucking company faced a $54 million verdict for retaining a driver with a problematic driving history who caused a serious accident.

MVR checks help employers spot risky drivers and avoid negligent hiring lawsuits.

4. Reduce Insurance Costs

Insurance companies look at a driver’s history to decide coverage options and set premium rates.

If you hire someone with a record of traffic violations or accidents, your business could face higher insurance costs or even be denied coverage.

On the other hand, choosing drivers with clean records shows insurers that your risk is low, which can help you qualify for better rates and lower overall insurance expenses.​

5. Protecting Company Reputation

Your drivers represent your company every time they’re on the road, and their behavior directly affects how the public perceives your brand.

Hiring drivers with clean records shows you prioritize safety and responsibility, which builds trust and strengthens your reputation.

If a driver with a poor record causes an incident, it can lead to bad press and serious damage to your company’s image.

Which Job Positions Require an MVR Check?

Driving record checks are especially important for the following types of jobs:

• Delivery workers – You should include a motor vehicle check as part of a background screen for any employee who will deliver packages or documents for your company, including local delivery drivers, couriers, and others.
• Ambulance drivers – If you are an ambulance company, you should conduct driving records checks of any candidate whose work will involve driving ambulances.
• Commercial truck drivers – If you hire commercial truck drivers, you are required under Federal Motor Carrier Safety Administration (FMCSA) regulations to complete DOT-compliant background checks, including driving records checks. You must also conduct ongoing checks at least annually or after an accident. Commercial trucking carriers must also obtain driving records from each state in which a commercial truck driver has been licensed in the past three years.
• Bus drivers– If you are a church, school, tour company, or bus company that hires people to drive buses, you must conduct driving records checks to protect your organization, your customers, and the public.
• Construction workers – Any construction worker who will operate trucks or heavy machinery should undergo a driving records check to reduce the risk of construction site accidents and liability.
• Law enforcement officers – Law enforcement agencies in all states must conduct comprehensive background and driving records checks on all prospective police officers.
• Taxi drivers and other transport workers– Taxi companies in every state are required to conduct thorough background checks, including driving records checks, on each applicant.

DOT-regulated companies must run MVR checks and DOT drug tests as part of pre-employment screening.

They’re also required to continuously monitor current employees to ensure ongoing compliance and safety.

MVR checks aren’t always required, but if your employees drive as part of their jobs, you should review their driving records to make informed and responsible hiring decisions and avoid liabilities.

How to Get a Motor Vehicle Report

There are three ways to get a motor vehicle report for a prospective hire, which are discussed below.

1. Ask the Applicant to Get a Copy of their Motor Vehicle Records

In most states, individuals can request a copy of their driving record directly through a government agency, such as the Department of Motor Vehicles (DMV), Department of Highway Safety, or Department of Public Safety.

These records can typically be requested online, in person, or by mail.

In some cases, individuals may also be able to obtain an unofficial copy from their auto insurance provider or agent.

Pros:

• Saves time and effort for your HR team.
• Applicants often have access to more complete personal records.

Cons:

• Unofficial copies may not meet the legal requirements for employment screening.
• Electronic or printed copies could be altered or incomplete, raising concerns about accuracy and authenticity.
• Waiting for applicants to request and receive certified records can delay the hiring process.

2. Order Reports Directly From the State Department of Motor Vehicles

Employers can also request official MVRs directly from the appropriate state agency.

This method ensures you receive unaltered and accurate records.

Pros:

• Eliminates the risk of tampering or manipulation by the applicant.
• Ensures the records meet compliance standards for employment use.

Cons:

• Staff may spend more time navigating different state systems and requirements.
• State-issued reports often use varying codes and formats that can be hard to interpret without experience.
• Labor costs may increase due to the added administrative workload.

3. Partnering With iprospectcheck

The best option is to work with a reliable third-party background check provider like iprospectcheck to order your MVR reports as a part of your employment screening process.

This allows your HR staff to concentrate on other important tasks instead of spending time trying to order reports.

It also helps to prevent candidates from altering the reports.

Finally, working with iprospectcheck allows you to quickly obtain all the information you need to make fast hiring decisions.

Because of our access to advanced research methods, we can quickly return driving records reports and background checks to our clients.

Laws and Regulations

Federal Laws

Drivers Privacy Protection Act (DPPA)

The Drivers Privacy Protection Act (DPPA) was enacted in 1994 to protect the privacy of consumer information held by state departments of motor vehicles (DMVs).

Before a state DMV can release private information contained in motor vehicle records, permission from the individual for whom the information is sought must be obtained.

If a consumer reporting agency discloses information to an employer in violation of the act, or an employer obtains the information for a non-permissible purpose, the individual who is the subject of the report can file a civil lawsuit and seek actual and punitive damages.

Fair Credit Reporting Act (FCRA)

The federal Fair Credit Reporting Act (FCRA) governs how consumer reporting agencies can collect, gather, and disseminate private consumer information and how employers can use the information they receive in background checks.

When an employer receives negative information about an applicant on a background check, they must complete the adverse action process before they decide not to hire the applicant based on that information.

Title VII of the Civil Rights Act of 1964

Title VII of the 1964 Civil Rights Act prohibits employment discrimination based on an applicant’s or employee’s protected characteristics.

It applies to background checks when a report reveals an applicant has a criminal conviction.

If an employer learns about an applicant’s criminal traffic conviction on a driving records check, they must assess the conviction as it relates to the job for which the applicant is under consideration before deciding not to hire them.

Fair Chance to Compete for Jobs Act

The Fair Chance to Compete for Jobs Act (FCA) is a federal fair chance hiring law that applies to companies that seek federal contracts and the agencies that extend them.

Under this law, federal contractors and agencies are prohibited from inquiring about criminal history before they extend conditional job offers.

Since some motor vehicle records checks might include information about criminal traffic offenses, such as DUIs, federal contractors should wait to perform MVR checks and other searches until after they make conditional employment offers.

This is important because the FCA prohibits federal agencies from contracting with companies that initiate searches earlier in the hiring process.

Industry Regulations

Trucking carriers must comply with the rules of the Department of Transportation (DOT) and the Federal Motor Carrier Safety Administration (FMCSA) when conducting employment background checks and driving records checks on applicants.

Driving Records Checks for Commercial Truck Drivers

Before an applicant can be hired to drive commercial trucks, a trucking carrier must complete a driving record check that complies with the requirements of 49 CFR Part 391, § 391.23.

The requirements include the following:

• Check each jurisdiction in which the applicant has held a license or permit during the past three years within 30 days of the applicant’s start date
• Investigate the driver’s safety history with DOT-regulated employers within the past three years
• Retain copies of the motor vehicle records obtained from each licensing authority in the driver’s qualification file within 30 days
• Do not hire a driver who has been disqualified

State Laws

State laws about driving record checks vary. Since they do, it’s best to consult legal counsel to determine the laws in your state. Here’s a look at a few common state laws:

Ban-the-Box Laws

Some states have enacted ban-the-box laws that control the point at which employers can conduct background checks during the hiring process.

While ban-the-box laws are primarily concerned with when you can initiate a criminal background check on applicants, it’s best to conduct all searches at the same time later in the process to minimize how much you pay.

MVR checks can also reveal information about criminal traffic offenses.

Different Listing Codes

States vary in how they list violations on motor vehicle records reports.

While many use codes from the American Association of Motor Vehicle Administrators (AAMVA), others use their own systems.

MVR reports might also show violations that occurred when an individual had a license from a different state. However, some states don’t share infraction information, which could make it important to conduct MVR checks in each state in which a candidate held a license.

Lookback Periods

Most states limit the lookback period for violations that will appear on a motor vehicle record report.

These can vary from three to seven years or longer.

Some states, such as Missouri, have different lookback periods based on the information.

For example, minor violations, such as speeding, appear for three years in Missouri, but suspensions or revocations appear for five.

How to Stay Compliant When Running an MVR Check

To avoid legal issues and ensure a fair hiring process, you must follow all applicable laws when requesting motor vehicle records.

Here’s how to stay compliant:

1. Create a Compliant Screening Policy

Start by developing a policy that outlines how and when your company will conduct MVR checks.

Be sure it aligns with federal, state, and local regulations, including any industry-specific requirements (such as DOT rules).

Clearly define which roles require driving history checks and at what stage in the hiring process they should occur.

2. Train HR Staff

Make sure HR personnel understand the legal obligations tied to MVR checks.

Training should cover FCRA requirements, EEOC guidelines, ban-the-box laws (if applicable), and how to avoid unintentional bias.

Consistent application of your policy is key to avoiding discrimination claims.

3. Provide Proper Notice and Get Written Consent

Under the Fair Credit Reporting Act (FCRA), you must give applicants a written notice that you plan to conduct a background check, including an MVR check.

This notice must be on a standalone document.

You must also obtain written consent—either in paper or electronic form—before initiating the check.

4. Follow Local and State Laws

Check whether your city, county, or state enforces ban-the-box or fair chance hiring laws, which may dictate when you’re allowed to run background checks.

In some jurisdictions, you may need to wait until after an interview or a conditional job offer to request an MVR.

5. Use MVR Checks Consistently

Title VII of the Civil Rights Act prohibits discriminatory hiring practices.

Apply your driving records check policy uniformly across all applicants for the same role to avoid potential claims of disparate treatment or impact.

6. Individually Assess Driving or Criminal Records

If a candidate’s MVR or background check reveals a criminal conviction, don’t make an automatic decision to reject them.

Instead, assess whether the offense is relevant to the role, considering factors like time passed, job duties, and workplace safety.

7. Complete the Adverse Action Process When Necessary

If you decide not to hire someone based on MVR check results, follow the FCRA-mandated adverse action process:

• Send a pre-adverse action notice with a copy of the report and a summary of the applicant’s rights.
• Give a reasonable response time (typically five business days) for the applicant to dispute or explain the findings.
• Send a final adverse action notice if you move forward with the decision, and include information about their rights under federal and applicable state laws.

iprospectcheck: Your Partner for Employment MVR & Background Check Services

If your employees are required to drive as part of their jobs, you should check their driving records in addition to checking other relevant background data, such as employment records or educational history.

Keep in mind that MVR checks are just one component of a thorough background screen.

At iprospectcheck, we can help you develop a comprehensive background check process that helps you make smarter hiring decisions.

Because of our extensive resources and knowledge, we can often return driving records and other background information to our clients in as little as a few hours.

To learn more about the background check services we provide, contact iprospectcheck today: 888-509-1979

DISCLAIMER: The resources provided here are for educational purposes only and do not constitute legal advice. Consult your counsel if you have legal questions related to your specific practices and compliance with applicable laws.