Who this is for: fleet managers, compliance assistants
MVR Inquiry Checklist — Motor Vehicle Record Check
Carriers must obtain MVRs from each state where a driver has been licensed in the past 3 years. Annual MVR inquiries are required every 12 months for active drivers. Document each inquiry in the DQ file.
Checklist
Checkboxes reset on page reload. This is a reference tool only — not a saved record.
Initial MVR — at hire
The initial MVR covers all states where the driver was licensed in the past 3 years. If a driver has been licensed in multiple states, you must request an MVR from each state. Most MVRs can be obtained from the state DMV for a fee, or through a third-party MVR provider.
Annual MVR — ongoing requirement
49 CFR 391.25 requires an annual MVR inquiry and driving record review within 12 months of the last one. This is a rolling 12-month window — not a calendar year deadline. A driver hired in June has their annual MVR due in June of the following year, not December 31.
The multi-state MVR problem
A driver who has been licensed in more than one state in the past 3 years requires MVR inquiries from each of those states. If a driver moved from Texas to Ohio 18 months ago and is now licensed in Ohio, you need an initial MVR from both Texas and Ohio. State MVR records reflect only that state's licensing history — violations from another state may not appear on the current state MVR unless the states share conviction data. The multi-state inquiry closes that gap.
What MVRs show vs. what they miss
MVRs show violations that have been posted by the state after adjudication, CDL endorsements and restrictions, license status (active, suspended, revoked), and prior license actions. They do not show federal crash records (PSP covers this), FMCSA Clearinghouse violations, or employment history. Violations from another state may be missing from the current state's MVR if the two states don't share conviction data. An MVR that looks clean may still have gaps that other tools would surface.
Using third-party MVR providers
Many carriers use third-party MVR services instead of going directly to each state DMV. Third-party providers typically offer faster turnaround, electronic delivery, and a single billing relationship for multi-state requests. Confirm that the provider is pulling records directly from state DMV systems, not from a secondary database. A second-hand record that hasn't been updated recently may miss recent violations.
Interpreting MVR entries from unfamiliar states
MVR formats vary significantly by state — there's no federal standard. A Texas MVR looks nothing like a New York MVR. Some states use offense codes; others use plain-language descriptions; some use both. When reviewing records from states you're unfamiliar with, look up the state's offense code table if the entries aren't immediately clear. What's coded as a "moving violation" in one state may include offenses that constitute disqualifying CDL violations under 49 CFR 383.51 — you need to know what each entry actually represents. If an MVR entry is unclear, contact the state DMV or use a compliance resource to interpret it before signing off on the record review.
When the MVR reveals something unexpected
If an initial or annual MVR shows violations that weren't on the driver's application or weren't apparent from previous records, evaluate the finding before the driver continues operating. Check whether the violation is disqualifying under 49 CFR 383.51. Check whether it represents a pattern — one speeding ticket is different from three serious violations in 18 months. Document your evaluation and the decision you made. If the finding is disqualifying, remove the driver from CMV operation immediately and follow the disqualification process.
Frequently Asked Questions
What states do I need to request MVRs from at hire?
Request an initial MVR from every state where the driver was licensed (or held a CDL) at any point in the past 3 years. The driver's application employment history and direct conversation with the driver can identify states not immediately obvious from the current CDL.
What if a driver was licensed in a Canadian province?
Canadian province records are not available through standard U.S. MVR channels. Document the states and provinces where the driver was licensed, obtain U.S. state MVRs, and note any gaps where records could not be obtained. Your compliance program can advise on how to document non-U.S. licensing history.
How long does it take to get an MVR back, and should we wait before letting a new driver operate?
MVR turnaround varies by state — some return results in minutes through third-party providers; others take several business days through direct state channels. Best practice is to have the initial MVR in hand before the driver's first day. If that's not possible, obtain it and review it within the first few days and pull the driver from CMV duty if a disqualifying offense is found. Do not delay the initial MVR indefinitely.
Does a CDL-holding driver still need a multi-state MVR inquiry, or does one state cover everything?
Each state's MVR only reflects that state's licensing transactions and violations posted to that state's record. A violation adjudicated in a state where the driver was previously licensed may not appear on the current state's MVR unless the states share data through the CDL information system. Request MVRs from all states where the driver was licensed in the past 3 years — a single current-state MVR does not satisfy the multi-state requirement in 49 CFR 391.23.