What is an MVR? How to Check Motor Vehicle Record Lookup for Trucking Companies (2025)

Missing or incomplete Motor Vehicle Record (MVR) reviews are among the most common violations found during DOT audits. FMCSA requires motor carriers to obtain and review MVRs at specific intervals, yet many fleet managers don't fully understand what an MVR is, when to pull them, or how to properly document reviews—leading to $1,000+ fines per missing or late MVR.

MVRs are critical compliance documents that provide a driver's complete driving history, including traffic violations, license suspensions, DUI convictions, and accident records. They're required both pre-employment (to qualify drivers) and annually (to monitor ongoing performance). Understanding MVR requirements protects your fleet from hiring unqualified drivers and helps you identify safety risks before they become accidents.

This comprehensive guide explains what an MVR is, when you must obtain them, how to read MVR reports from different states, what violations to watch for, and how to maintain compliant annual review documentation.

What is an MVR (Motor Vehicle Record)?

A Motor Vehicle Record (MVR) is an official driving history report issued by a state's Department of Motor Vehicles (DMV) or equivalent licensing agency. The MVR contains a complete record of a driver's licensing status, traffic violations, accidents, suspensions, and other driving-related incidents.

For commercial motor carriers, MVRs serve two critical purposes: they help verify a driver's qualifications before hiring, and they provide ongoing monitoring of driver performance and safety compliance. MVRs are required documents in every driver qualification file according to FMCSA regulations.

What Information is on an MVR?

MVRs typically include:

• Driver identification: Name, date of birth, license number, address
• License status: Valid, suspended, revoked, expired
• License class and endorsements: CDL Class A/B/C, hazmat, passenger, etc.
• Restrictions: Corrective lenses, automatic transmission only, etc.
• Traffic violations: Speeding, reckless driving, failure to obey signals
• Serious violations: DUI/DWI, leaving scene of accident, vehicular manslaughter
• Accidents: Reportable accidents within specified timeframes
• Suspensions and revocations: Dates, reasons, and current status
• Points (if state uses point system): Current point balance and history

Note that MVR formats vary significantly by state. Some states provide detailed narrative descriptions, while others use violation codes. Understanding how to read MVRs from all states where your drivers hold licenses is essential.

When Must You Obtain MVRs?

FMCSA regulations require motor carriers to obtain MVRs at two specific times: before hiring a driver and annually for all current drivers.

Pre-Employment MVR Requirements (§391.23)

Before allowing a driver to operate a commercial motor vehicle, you must obtain an MVR from every state where the driver has held a commercial or non-commercial driver's license within the past 3 years.

Key Requirements:

• Must be requested from each state where the driver held any license in the past 3 years
• Must be obtained BEFORE the driver begins operating
• If driver held licenses in multiple states, you need MVRs from ALL states
• Retain in the driver qualification file for 3 years from date received

Annual MVR Requirements (§391.25)

At least once every 12 months, you must request an MVR for each driver from every state where the driver currently holds or has held a license during the review period.

Annual MVR Requirements:

• Must be conducted at least annually (every 12 months)
• Request MVR from state(s) where driver currently holds license
• Review must be documented with driver's signature
• Any violations found must be noted and addressed
• Retain annual review documentation for 3 years

The annual MVR is part of the broader annual review of driving record required by §391.25, which also includes reviewing DOT violations, accidents, and overall safety performance.

How to Request MVRs

The process for requesting MVRs varies by state. Each state's DMV or equivalent agency has its own procedures, fees, and processing times.

MVR Request Methods

1. Online Request (Most Common):

Most states now offer online MVR ordering through their DMV websites or approved third-party vendors. Online requests typically deliver results within 24-48 hours and cost $5-$15 per record.

2. Third-Party MVR Services:

Commercial background check companies and MVR aggregators can pull MVRs from multiple states through a single interface. Benefits include:

• One login for all 50 states
• Faster processing and delivery
• Standardized report formats
• Automated annual renewals
• Higher cost ($10-$25 per MVR) but significant time savings

3. Direct Mail Request:

Some states still accept or require mail-in requests. Processing time is typically 7-14 business days. You must include the driver's written authorization, applicable fees, and required forms.

Required Driver Authorization

You need the driver's written consent to request their MVR. This authorization is typically obtained through:

• Authorization section on the driver employment application
• Separate MVR release form
• Electronic consent through online application systems

Keep signed authorization forms in the driver qualification file as documentation that you had permission to request the MVR.

How to Read an MVR

MVR formats vary significantly by state, but most include similar core information. Here's what to look for when reviewing an MVR:

License Status Section

First, verify the license is:

• Valid: Current and not suspended, revoked, or expired
• Proper class: CDL Class A/B/C as appropriate for vehicles they'll operate
• Correct endorsements: H (hazmat), P (passenger), N (tanker), etc. if required
• No disqualifying restrictions: Such as "intrastate only" if hiring for interstate

Violations Section

Review all violations listed, paying special attention to:

Serious Violations (Disqualifying for 60-120 days after first offense):

• Excessive speeding (15+ mph over limit)
• Reckless driving
• Improper lane changes
• Following too closely
• Driving CMV without proper CDL or endorsements
• Using handheld mobile device while operating CMV

Major Violations (Disqualifying for 1-3 years or lifetime):

• DUI/DWI or driving under influence of drugs
• Leaving scene of accident
• Using vehicle to commit a felony
• Vehicular manslaughter or homicide
• Refusal to submit to chemical testing

Railroad-Highway Grade Crossing Violations:

• Failing to stop/yield at railroad crossing
• Insufficient clearance at crossing
• These violations carry unique disqualification periods

State-Specific Violation Codes

Each state uses its own violation codes. For example, California might code speeding as "22348", while Texas uses "545.352". You may need to reference that state's violation code chart to understand what each code means.

Annual MVR Review Requirements

The annual MVR review is more than just pulling an MVR—it's a documented performance review required by §391.25. Proper documentation is critical for DOT audit compliance.

Annual Review Process

Step 1: Pull Current MVR

Request an MVR from the state(s) where the driver currently holds a license. This must be done at least once every 12 months from the date of the previous review.

Step 2: Review the MVR for Violations

Examine the MVR for:

• New traffic violations since the last review
• License suspensions or revocations
• Changes to license status or endorsements
• Accidents reported to DMV

Step 3: Document Violations Found

Create a list of any violations discovered during the review. Include:

• Date of violation
• Type of violation
• State where violation occurred
• Disposition (fine paid, points assessed, etc.)

Step 4: Prepare Violation Certification

The driver must sign a certification listing all violations and accidents for the past 12 months. This can be a standardized form that includes:

• Date range of review period
• List of violations (or statement that there were none)
• Driver's signature and date

Step 5: Complete Annual Review Certification

Create a document signed by both the driver and a company representative certifying:

• The review was conducted
• MVR was obtained and reviewed
• Driver was informed of review results
• Any violations were noted
• Date of review
• Signatures of both driver and company representative

Common MVR Mistakes and Violations

Here are the most frequent MVR-related violations found during DOT audits:

1. Missing Pre-Employment MVR

Violation: Allowing a driver to operate without obtaining MVR from all states where they held licenses in past 3 years.

Why it happens: Driver didn't disclose all previous licenses, or fleet manager didn't request MVRs from all states listed.

Penalty: $1,000+ fine. Calls into question whether driver was properly qualified.

Solution: Ask drivers explicitly: "List EVERY state where you've held any driver's license in the past 3 years—not just your CDL." Request MVRs from all states before driver operates.

2. Late or Missing Annual MVR Reviews

Violation: Not conducting annual MVR review within 12 months of previous review.

Why it happens: No tracking system for review due dates, or reviews delayed due to busy operations.

Penalty: $1,000+ fine per driver with late or missing review.

Solution: Set 12-month reminders from date of hire or last review. Schedule reviews quarterly to spread workload.

3. Unsigned Annual Review Certifications

Violation: Annual review documentation missing driver signature or company representative signature.

Why it happens: Driver was on the road during review period, or paperwork was incomplete.

Penalty: Treated same as missing review—$1,000+ fine.

Solution: Don't consider the review complete until both signatures are obtained. Mail forms to drivers if necessary with return envelope.

4. Not Obtaining MVRs from All Required States

Violation: Only pulling MVR from driver's current state, missing previous states where license was held.

Why it happens: Misunderstanding of the 3-year requirement or cutting costs.

Penalty: $1,000+ fine. May also miss disqualifying violations in other states.

Solution: Document ALL states where driver held licenses in past 3 years. Request MVRs from each state.

Frequently Asked Questions

What is the difference between an MVR and a driver abstract?

MVR (Motor Vehicle Record) and driver abstract are typically the same thing—both are official driving history reports issued by a state DMV. Some states call it an MVR, others call it a driver abstract or driving record. For DOT compliance purposes, request whichever official driving history report that state provides.

How often do I need to pull MVRs?

Pre-employment (before driver operates) and at least once every 12 months for annual reviews. Some carriers pull MVRs more frequently (quarterly or semi-annually) as part of proactive safety monitoring, though this exceeds minimum requirements.

How much does an MVR cost?

MVR costs vary by state and ordering method. Direct from state DMV: typically $5-$15 per record. Through third-party services: $10-$25 per record but with convenience and faster processing. Budget $15-20 per driver per year for annual MVRs.

What if a driver refuses to authorize an MVR?

Drivers must authorize MVR requests as a condition of employment. If a driver refuses to sign MVR authorization, you cannot legally hire them or allow them to continue operating. This refusal is a red flag suggesting the driver may have disqualifying violations they're trying to hide.

Do I need an MVR if the driver already has a CDL?

Yes. Having a CDL doesn't exempt the driver from MVR requirements. You must still obtain pre-employment MVRs and annual MVRs as required by §391.23 and §391.25. The CDL proves licensing; the MVR provides the full driving history including violations.

How long do violations stay on an MVR?

This varies by state. Most states keep violations on MVRs for 3-7 years. Serious violations like DUI may remain for 10+ years. Some states have lifetime records of major violations. Check specific state retention policies for accurate timeframes.

Simplify MVR Tracking with FleetCollect

Managing MVR requests and annual review deadlines for an entire fleet through spreadsheets and calendar reminders is time-consuming and error-prone. Missing an annual review deadline or failing to document reviews properly leads to DOT violations during audits.

FleetCollect automates MVR management and annual review tracking:

Automated Annual Review Reminders:

• 12-month reminders for each driver from their hire date or last review
• Dashboard showing which drivers need MVR reviews this quarter
• Alerts when reviews are overdue

MVR Document Management:

• Store all MVRs securely in each driver's qualification file
• Track which states MVRs were obtained from
• Maintain 3-year retention automatically

Annual Review Documentation:

• Generate annual review certification forms
• Track signature status (driver signed, company signed)
• Audit-ready documentation instantly accessible

Whether you track MVRs manually or use automated driver file management like FleetCollect, consistent MVR monitoring and documentation protects your fleet from hiring unqualified drivers and demonstrates compliance during DOT audits.

Maintain Compliant MVR Records and Annual Reviews

Motor Vehicle Records are fundamental to driver qualification and ongoing safety monitoring. They provide the complete picture of a driver's history that applications and self-certifications cannot. Pre-employment MVRs help you avoid hiring drivers with disqualifying violations, while annual MVRs help you identify concerning patterns before they become accidents.

MVR compliance violations are entirely preventable with proper systems: request MVRs from all required states before hiring, conduct annual reviews on schedule, document everything with required signatures, and retain records for the full 3-year period. Whether you manage MVRs through manual tracking or integrated driver file management platforms, consistent MVR monitoring is non-negotiable for DOT compliance.