Motor Vehicle Report (MVR): What's Included & How Employers Use It

Your company hires a delivery driver who seems like a great fit. Three months later, that driver causes a serious accident, and your legal team discovers a string of reckless driving convictions that never surfaced during the hiring process. The resulting lawsuit names your company as a defendant under a negligent hiring theory (meaning the company failed to exercise reasonable care in vetting the employee). This scenario plays out more often than most HR teams realize, and it's almost always preventable with one straightforward step: pulling a motor vehicle report before extending a final offer.

Disclaimer: This content is provided for informational purposes only and should not be construed as legal advice. Employers should consult qualified counsel for their specific situation.

Whether you're an HR professional building out a screening program or an individual trying to understand what shows up on your own driving record, this guide breaks down everything you need to know about motor vehicle reports, what they contain, how employers use them, and how to obtain one.

Key Takeaways

A motor vehicle report is a detailed snapshot of an individual's driving history, pulled from state Department of Motor Vehicles records. It covers license status, traffic violations, accidents, suspensions, and more.

• Employers rely on MVRs to reduce liability and make informed hiring decisions, particularly for roles that involve driving a company vehicle, operating heavy equipment, or transporting goods or people.
• The process for obtaining a motor vehicle report varies by state. Most states offer online portals, but timelines, fees, and required documentation differ.
• MVR data directly affects employment prospects for driving-related positions.
• Errors on an MVR can and do happen. Addressing discrepancies promptly is critical for both candidates and employers to ensure fair, accurate hiring decisions.

What Is a Motor Vehicle Report?

Definition and Purpose

A motor vehicle report is an official record maintained by a state's Department of Motor Vehicles (or its equivalent agency) that documents an individual's driving history within that state. It functions as an official record of driving behavior, capturing everything from minor speeding tickets to major offenses like DUI convictions, and it reflects the current status of your driver's license.

For employers, the MVR serves a very specific purpose: it helps determine whether a candidate or current employee can be trusted to operate a vehicle safely as part of their job duties. For individuals, reviewing your own motor vehicle report is a smart way to confirm that the information on file is accurate before it shows up in an employment background check.

Pro Tip

If you're a candidate heading into a hiring process that involves driving, request your own MVR ahead of time. Verifying accuracy before an employer pulls the report gives you a chance to dispute any errors and avoid surprises that could delay or derail an offer.

Key Components of an MVR

Not every state formats its MVR identically, but the core data points are consistent across most jurisdictions. Here's what you can generally expect to find on a Department of Motor Vehicles report:

• License status: Whether the license is valid, expired, suspended, or revoked.
• License class and endorsements: The types of vehicles the individual is authorized to operate, including commercial vehicle endorsements.
• Traffic violations and convictions: Speeding tickets, running red lights, reckless driving, and other moving violations.
• DUI/DWI offenses: Driving under the influence charges and convictions, which carry significant weight in employment decisions.
• Accident history: At-fault and sometimes not-at-fault accidents reported to the state.
• Points on the license: Many states assign a point value to each violation. Accumulated points can trigger suspensions.
• Suspensions and revocations: Any periods during which the license was not valid, along with the reasons.

The lookback period, meaning how far back a motor vehicle report goes, varies by state. Some states report three years of history, while others go back five, seven, or even ten years. Employers need to understand the reporting window for each state where they're pulling records.

Pro Tip

A clean-looking three-year report might mask a serious offense from four years ago in a state with a shorter lookback period. If your organization operates across multiple states, account for these differences when building your MVR evaluation criteria.

How Employers Use Motor Vehicle Reports

Role in Hiring Decisions

If a position involves any amount of driving, whether it's a long-haul trucking role, a pharmaceutical sales territory, or a facilities maintenance job that requires travel between sites, the motor vehicle report becomes a critical piece of the background check.

Here's how it typically works. After a conditional offer of employment is made, the employer (or their background screening provider) requests the candidate's MVR from the relevant state DMV. The report is then evaluated against the company's internal driving policy, which should clearly define what types of violations are disqualifying, what triggers additional review, and what falls within acceptable parameters.

For example, a single minor speeding ticket from two years ago might not raise concerns. But multiple moving violations within a 12-month period, a recent DUI conviction, or a suspended license would likely prompt a closer look and in many cases would disqualify a candidate from a driving-dependent role.

The key for HR professionals is consistency. Your organization's MVR evaluation criteria should be documented, applied uniformly, and reviewed regularly by legal counsel to ensure they don't inadvertently create disparate impact issues.

Risk Management and Compliance

Beyond hiring, motor vehicle reports play a central role in ongoing risk management. The National Safety Council has estimated that U.S. traffic crashes cost employers tens of billions of dollars annually in direct expenses, including medical costs, legal fees, property damage, and lost productivity. Those figures don't account for the reputational damage that follows a high-profile accident involving a company vehicle.

Did You Know?

Employers can use MVRs not only at the point of hire but on a recurring basis to monitor current employees' driving records. This practice, sometimes called continuous MVR monitoring or periodic re-screening, helps organizations identify new violations or license changes that could signal increased risk.

From a compliance standpoint, certain industries face specific regulatory requirements around driver qualification. The Federal Motor Carrier Safety Administration (FMCSA) requires employers of commercial motor vehicle drivers to review driving records annually and maintain documentation in the driver qualification file. Department of Transportation (DOT) regulations add another layer, mandating specific screening protocols for safety-sensitive positions.

Negligent Hiring Liability: Even outside federally regulated industries, the legal doctrine of negligent hiring and negligent entrustment creates a strong incentive for employers to check driving records. If an employer knew, or should have known, that an employee had a dangerous driving history and still allowed that person to drive on company business, the employer can be held liable for resulting injuries. A background check motor vehicle report is one of the most direct ways to demonstrate due diligence.

How to Obtain a Motor Vehicle Report

The process for getting a motor vehicle report depends on who's requesting it and why. Employers typically work through a background screening provider to pull MVRs in a compliant, efficient manner. Individuals who want to review their own records have several options.

Online Requests

Most state DMV agencies now offer some form of online access to driving records. For individuals wondering how to get a motor vehicle report, the online route is usually the fastest path.

Each state maintains its own portal and process. Some states allow you to download your driving record instantly after verifying your identity and paying a fee. Others require you to create an account, submit a request, and wait for the record to be mailed or made available electronically within a few business days.

Pro Tip

Always start at your state's official DMV website to find the most current procedures and fees. Third-party websites that promise to pull your driving record may charge inflated prices or deliver incomplete information. Look for a ".gov" domain to confirm you're on the official state site.

Fees for an individual MVR request typically range from $2 to $25, depending on the state and the type of record requested. Some states offer a basic record (showing only recent violations) and a comprehensive record (showing the full history within the state's lookback window). For employment purposes, the comprehensive version is almost always what's needed.

Can you get your motor vehicle report online? In most states, yes. However, a handful of states still require in-person or mail requests for certain record types, or they may limit online access to state residents only.

In-Person and Mail Requests

If online access isn't available in your state, or if you prefer to handle the request in person, you can visit your local DMV office or submit a request by mail. Whether you visit in person or mail your request, you'll generally need to provide:

• A completed request form (available on the state DMV's website or at the office).
• A valid government-issued photo ID, such as a driver's license or state ID card.
• Your full legal name, date of birth, and driver's license number.
• Payment for the applicable fee (check, money order, or sometimes cash for in-person visits).

Some states also require a notarized signature if a third party is requesting the record on your behalf. Employers requesting MVRs directly from a state agency (rather than through a screening provider) may need to provide proof of permissible purpose under state law and, in many cases, the Driver's Privacy Protection Act (DPPA), a federal law restricting the release of personal information from state motor vehicle records.

How long does a motor vehicle report take? Online requests that offer instant downloads can be completed in minutes. Mail requests typically take one to three weeks, depending on the state. In-person requests may be fulfilled the same day or within a few business days.

How Motor Vehicle Report Data Affects Employment

Evaluating Driving Records

Not every blemish on a motor vehicle report is a dealbreaker. The challenge for HR professionals is building an evaluation framework that's both protective and fair. Most employers categorize violations into tiers:

• Minor violations (e.g., a single speeding ticket under 15 mph over the limit, an expired registration) may be noted but typically don't affect employment eligibility.
• Moderate violations (e.g., multiple moving violations within a defined period, at-fault accidents, driving without insurance) often trigger additional review or a probationary period.
• Major violations (e.g., DUI/DWI, reckless driving, vehicular manslaughter, driving on a suspended license) are frequently disqualifying for driving-related roles.

The EEOC guidance on the use of criminal records in employment decisions encourages individualized assessments that consider the nature of the offense, the time elapsed, and the relevance to the job. While MVR traffic violations are distinct from criminal records, the EEOC's individualized assessment framework offers a useful model for evaluating driving records fairly. Employers should note, however, that EEOC enforcement guidance on criminal records does not directly govern the use of non-criminal MVR data.

It's also worth noting that if an employer uses an MVR as part of a background check and decides not to hire a candidate based on the results, the Fair Credit Reporting Act (FCRA) requires the employer to follow the adverse action process. That means providing a pre-adverse action notice, a copy of the report, a summary of rights, and waiting a reasonable period (commonly at least five business days, though no specific timeframe is prescribed by the FCRA) before making the final decision. Skipping any of these steps can expose your organization to FCRA litigation.

Addressing Discrepancies

Errors on motor vehicle reports happen more often than you might expect. A violation might be attributed to the wrong driver, a dismissed ticket might still appear as a conviction, or a license reinstatement might not be reflected in the record.

For individuals, the process for correcting an MVR error typically involves:

• Contacting the issuing state's DMV to identify the specific error.

• Gathering supporting documentation, such as court records showing a dismissal or proof of license reinstatement.

• Submitting a formal dispute or correction request through the DMV's established process.

• Following up to confirm the correction has been made and requesting an updated report.

For employers, encountering a discrepancy during the screening process is a signal to slow down, not speed up. If a candidate disputes the accuracy of their MVR during the adverse action process, the employer should allow reasonable time for the candidate to provide documentation and for the screening provider to verify the information.

Actionable Steps for HR Professionals

• Establish a Written MVR Policy: Document which positions require a motor vehicle report check, what violations are disqualifying, and how different tiers of infractions will be evaluated. Have legal counsel review the policy annually.

• Apply Your Policy Consistently: Every candidate for a driving-related role should be subject to the same MVR evaluation criteria. Inconsistent application is a magnet for discrimination claims.

• Understand State-Specific Lookback Periods: If your organization operates in multiple states, know that MVR reporting windows differ. A candidate with a clean record in one state may have unreported history in another. Consider pulling records from every state where the candidate has held a license.

• Follow FCRA Adverse Action Requirements: If you decide not to hire (or to terminate) someone based on MVR results obtained through a background screening provider, you must follow the full adverse action process: pre-adverse action notice, a copy of the report, a summary of rights under the FCRA, and waiting a reasonable period (commonly at least five business days, though no specific timeframe is prescribed by the FCRA) before the final decision.

• Implement Ongoing MVR Monitoring: A clean driving record at the time of hire doesn't guarantee a clean record six months later. Periodic re-screening or continuous monitoring programs help you catch new violations, suspensions, or license changes that could affect an employee's ability to drive safely for your organization.

• Partner with a PBSA-Certified Screening Provider: Pulling MVRs directly from 50 different state agencies is time-consuming and error-prone. A qualified background screening partner can streamline the process, ensure compliance with the DPPA and FCRA, and deliver results faster than most employers can manage on their own.
• Train Your Hiring Managers: Make sure the people making hiring decisions understand what an MVR contains, how to interpret it within the context of your policy, and when to escalate questions to HR or legal.

The AccuSourceHR Advantage

Managing motor vehicle report checks across multiple states, each with its own portal, fees, lookback periods, and turnaround times, is exactly the kind of compliance challenge that pulls HR teams away from the work that matters most. At AccuSourceHR, our compliance-focused team handles MVR requests as part of a comprehensive background screening program built around your organization's specific needs. Our SourceDirect™ platform integrates with major ATS and HCM systems, so MVR results flow directly into your existing hiring workflow without manual data entry or duplicate effort.

Our in-house counsel-led compliance team stays on top of changing state regulations so you don't have to, and our 100% US-based support team is available to answer questions, resolve issues, and keep your screening program running smoothly. Calls are answered live, first replies come within two hours, and issues are fully resolved within six hours.

Whether you're building an MVR screening program from scratch or looking to improve the one you have, we'd welcome the opportunity to talk through what's working, what's not, and where the gaps might be.

Ready to streamline your MVR screening program? Contact our team to discuss how AccuSourceHR can help you build a compliant, efficient process.