A motor vehicle record (MVR) is a driving history maintained by a state driver licensing agency. It typically shows the driver's license status, class, endorsements and restrictions, along with traffic convictions, suspensions, revocations, disqualifications and, for many drivers, certain crashes. For CDL holders, the MVR also shows medical certification status.
MVRs matter because they are the main evidence an employer has of how a person drives. FMCSA requires motor carriers to obtain and review an MVR for every CMV driver at hire and at least once every 12 months. Missing or late MVRs are among the most common driver qualification violations found in audits, and failing to act on what an MVR shows can expose a carrier to negligent hiring or negligent retention claims after a crash.
What Is a Motor Vehicle Record?
Each state keeps its own driving records, so a driver who has held licenses in several states has more than one MVR. For CDL holders, states share data through the Commercial Driver's License Information System (CDLIS), which helps ensure a driver has only one CDL and that convictions in other states reach the home state.
The content and look-back period of an MVR vary by state. Some states show 3 years of history, others longer, and minor violations may drop off sooner than serious ones. Carriers usually order MVRs through the state or through an authorized vendor, with the driver's written consent as required by state law and the Driver's Privacy Protection Act.
FMCSA MVR Requirements
At hire (49 CFR 391.23)
Within 30 days of the date a driver's employment begins, the carrier must request the driver's MVR from every state where the driver held a motor vehicle operator's license or permit during the preceding 3 years. The responses, or a note explaining what was done if a state has no record, go in the driver qualification file.
Annually (49 CFR 391.25)
At least once every 12 months, the carrier must obtain an MVR from each state where the driver held a CMV operator's license or permit during that period. The carrier must then review the record to decide whether the driver meets the minimum requirements for safe driving or is disqualified. In the review, the carrier must consider any evidence that the driver has violated laws governing CMV operation and give great weight to violations such as speeding, reckless driving and operating while impaired that show disregard for public safety.
Documenting the review
The carrier must keep a note in the DQ file, including the name of the person who performed the annual review and the date. Both the MVR and the review note must be kept for 3 years from the date of execution.
What Disqualifies a Driver?
An MVR can reveal disqualifying offenses under 49 CFR 391.15 and, for CDL drivers, 49 CFR 383.51. Examples include:
- Major offenses: driving under the influence, refusing an alcohol test, leaving the scene of a crash, using a CMV to commit a felony and causing a fatality through negligent CMV operation. A first offense generally results in a 1-year CDL disqualification, longer when transporting placarded hazmat, and a second offense can result in lifetime disqualification.
- Serious traffic violations: such as speeding 15 mph or more over the limit, reckless driving, improper or erratic lane changes, following too closely and texting or hand-held phone use while driving a CMV. Two serious violations in 3 years result in a 60-day disqualification, and three result in 120 days.
- License problems: suspended, revoked, canceled or expired licenses, or a license class or endorsement that does not match the vehicle.
Carriers can also set stricter hiring standards of their own, as long as they are applied consistently.
Annual Review vs. Continuous Monitoring
Many fleets now subscribe to continuous MVR monitoring, where a vendor or state alerts the employer when a new conviction or license change is posted. Monitoring helps catch problems between annual reviews, but it does not replace the regulatory requirement to obtain each driver's MVR at least once every 12 months and document the annual review.
The MVR is also separate from the FMCSA Drug and Alcohol Clearinghouse, which carriers must query before hiring CDL drivers and at least annually.
How to Run an MVR Review Step by Step
- Get consent. Obtain the driver's written authorization as required by the state and your vendor.
- Identify all states. List every state where the driver held a license in the period being reviewed.
- Order the records. Request MVRs from each state within the required time frame.
- Review the history. Check license status, class, endorsements, medical certification for CDL drivers, convictions and disqualifications.
- Compare with your standards. Apply FMCSA disqualification rules and your company's hiring and retention criteria.
- Act on findings. Remove disqualified drivers from CMV duty and coach or retrain drivers with concerning patterns.
- Document the review. Record the reviewer's name, date and outcome in the DQ file.
- Schedule the next review. Set a reminder before the 12-month deadline.
Common Mistakes to Avoid
- Ordering an MVR from the current state only when the driver held licenses in other states.
- Obtaining the annual MVR but not documenting who reviewed it.
- Letting the 12-month review slip past the deadline.
- Assuming continuous monitoring satisfies the annual review requirement.
- Filing an MVR without reading it closely for suspensions or serious violations.
How SMS360 Helps
SMS360's Driver Qualification Files module stores MVRs and annual review notes in each driver's file and sends reminders before reviews are due. DOT Compliance keeps related compliance tasks in one place, and Actions Management tracks follow-up such as driver coaching.
See driver qualification files for the full set of DQ file requirements.
Frequently Asked Questions
How often must a carrier check a driver's MVR?
At hire, within 30 days of employment, covering all states where the driver held a license in the past 3 years, and then at least once every 12 months under 49 CFR 391.25.
How long must MVRs be kept?
MVRs and annual review notes must be kept in the driver qualification file for 3 years from the date of execution.
Does an MVR show out-of-state violations?
For CDL holders, convictions in other states should be reported to the home state through CDLIS and appear on the home state MVR. For non-CDL drivers, reporting between states is less consistent, which is why FMCSA requires MVRs from every state where the driver was licensed.
