Every company employing drivers needs to make sure they’re hiring qualified, safe motor vehicle...
It’s normal to want to trust every person you hire. After all, you wouldn’t hire them if you didn’t. But trust can only go so far. Imagine you hired someone with a great resume who later gets into a crash with your vehicle. Then, you learn that they had a history — which they didn’t disclose — of speeding and reckless driving.
Hiring someone without checking their driving record leaves your company at risk. It leaves you liable to lawsuits and fines, accusations of negligent hiring, and the hefty costs of fixing vehicles and hiring new drivers.
The most effective way to verify an applicant’s personal or professional driving record is by conducting a background check. Below, we explain what goes into a motor vehicle record background check to help you avoid the expense and reputational damage of hiring the wrong drivers for your business.
Table of Contents
- What Are Motor Vehicle Record Background Checks?
- How MVR Background Checks Work
- Why Motor Vehicle Background Checks Are Important for Your Organization
- 4 Helpful MVR Background Check Tips
- How Trucking Background Check Services Help You Monitor
What Are Motor Vehicle Background Checks?
A motor vehicle background check is a review of an applicant’s driving history and license status. This is typically one part of a larger background check that also includes employment history and criminal records.
A motor vehicle background check reveals an applicant’s past driving behavior and current license standing. It covers several years of their driving history.
Employers use these background checks to verify whether each applicant is a safe driver who’s qualified for a driving job. They help companies avoid liability risks and protect their assets and reputation.
How MVR Background Checks Work
Checks are mandated in most industries for positions that involve driving as a key responsibility. You request a motor vehicle record check from a state's DMV. They search the driver's history using the license number and other identifying information. You then receive a report.
What Information Should They Include?
An MVR background check report includes complete and accurate information about a driver's history and current license status. It helps you assess whether they’re qualified to drive your company vehicles.
The report includes an applicant’s:
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- Driver's license number and status
- License class and any enhancements or restrictions
- Traffic violations and accidents
- DUI/DWI convictions
- License suspensions or revocations
- Points assessed against their license
Who Conducts MVR Background Checks?
Companies that employ drivers or have employees who drive for work purposes conduct MVR background checks. Examples include:
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- Trucking companies
- Delivery services
- Businesses with company vehicles
- Vehicle-for-hire companies (taxis or limos)
MVR checks are typically required by law for all trucking companies, no matter their size. This is because most are regulated by the U.S. Department of Transportation (DOT).
What Is the Process?
You have two main options for conducting motor vehicle record background checks:
- Manual: Contact the DMVs of every state where the driver has held a license. This process involves submitting a request form, providing the driver's information, and paying a fee. The DMV then issues the report directly to you.
- Background check services: Create an account on the platform and input the driver's information. The service accesses multiple state DMV databases, compiles the information, and generates a standardized report for you.
Where Does the Information Come From?
MVR information comes from state Department of Motor Vehicles (DMV) databases. Each state records licenses, violations, and accidents.
Is It Regulated?
The Fair Credit Reporting Act (FCRA) governs how consumer reporting agencies conduct these checks and how employers use the information. It requires you to obtain written consent from the individual before conducting a check. You must also follow procedures if you decide not to hire a person based on the results.
State laws may also impose further restrictions on accessing and using MVR information.
Why Motor Vehicle Background Checks Are Important for Your Organization
Motor vehicle background checks help you hire safe, responsible drivers. You protect your company's assets while contributing to safer highways.
Hire Competent, Reliable Drivers
An MRV background check helps you select drivers who’ll represent your company well. By reviewing a candidate's MVR, you verify their license status and any restrictions they may be under. You'll also see any past accidents, moving violations, or DUI convictions.
Patterns of reckless behavior or repeated violations can raise a red flag about an applicant. Severe or ongoing violations, violations involving past employer vehicles, or a restricted license are all issues that could mean this person shouldn’t be driving your vehicle.
Example: A candidate has accumulated multiple speeding tickets in the past year. This could indicate a tendency for aggressive driving. You decide whether their behavior aligns with your company's safety standards before offering them a position.
Reduce Liability
An MVR background check protects your company from claims of negligent hiring. If an accident occurs, you can show that you took reasonable steps to hire only safe, responsible drivers. You also reduce the risk of lawsuits and insurance claims. Avoid high-risk drivers before they cause accidents or damage your company's reputation.
Example: You hire a driver without checking their MVR. Later, they cause an accident while driving a company vehicle. If their MVR showed a history of DUIs, you could be liable for negligent hiring.
Maintain CSA & FMCSA Ratings
Motor vehicle background checks help you maintain Compliance, Safety, Accountability (CSA) and Federal Motor Carrier Safety Administration (FMCSA) ratings. They help you maintain good standing with regulatory bodies.
Regular MVR checks allow you to monitor your current drivers' records for new violations. You avoid penalties or interventions from regulatory agencies.
Example: If one of your drivers receives a speeding ticket, it could affect your CSA score. Conducting regular MVR checks allows you to catch the violation quickly. You can then provide remedial training to the driver to mitigate the impact of the speeding ticket on your CSA score.
Reduce Labor & Operations Cost
Regular motor vehicle background checks reduce labor and operations costs over time. You maintain a safer, more efficient fleet by identifying high-risk drivers early.
These checks help you avoid hiring drivers who are likely to cause accidents or accumulate violations. You'll likely see fewer accidents and less vehicle downtime. You’ll save on repair costs, insurance premiums, and legal fees.
Example: Regular MVR checks reveal a driver with multiple moving violations. By addressing the issue early, you can provide defensive driving training for your employee. The driver improves their habits and keeps their job, saving you the costs of severance and a new hire.
Keep Your Staff, Your Fleet & the Roads Safe
Motor vehicle background checks promote safety by keeping unsafe drivers off the road. You hire only drivers who care about the safety of other motorists and pedestrians.
Regular MVR checks allow you to monitor your drivers' ongoing performance and address issues promptly before it’s too late. You can provide targeted training or take disciplinary action when necessary. You maintain high safety standards and protect your staff, fleet, and the public.
Example: An MVR check reveals that a driver recently received a citation for not wearing a seatbelt. You could use this information to reinforce your company's safety policies.
4 Helpful MVR Background Check Tips
To get the most out of background checks, you need a basic understanding of your industry's safety standards and compliance regulations. You also need tools that can help you obtain the most accurate and up-to-date information on incoming or current drivers. The four tips below will help you achieve both goals. Let’s take a closer look:
1. Understand Relevant Regulations & Laws
Familiarize yourself with federal and state laws governing MVR background checks. When conducting these checks, adhere to the FCRA guidelines, including obtaining written consent from drivers before conducting MVR checks. State laws may impose additional restrictions on accessing and using MVR information.
Know the specific requirements for your industry, especially if you operate commercial vehicles. The U.S. DOT has strict guidelines for motor carriers. By following all regulations and laws, you can avoid penalties, fines, and lawsuits.
Example: In California, you can only access a driver's full MVR with their consent. If you take adverse action, you must also provide the driver with a report copy.
2. Practice Ongoing MVR Monitoring
Don't limit MVR checks to the hiring process alone. Implement a system for monitoring every driver on your roster. Ongoing checks alert you when new violations or license status changes occur.
Set a quarterly or semi-annual schedule for periodic checks. Some companies opt for continuous monitoring tools from background screening services. These third-party services alert you to changes in a driver's record as they occur.
Example: A driver receives a DUI conviction between your annual checks. Without ongoing monitoring, you might not learn about the conviction until months later. Regular checks at shorter intervals allow you to address issues faster.
3. Get Records Directly From the Source
Whenever possible, obtain MVR records directly from state DMVs, or ensure that the check company you’re using does so. This helps you receive the most accurate and up-to-date information, as third-party databases may not always have the latest data.
If you’re obtaining records directly, contact each state’s DMV to learn the process for requesting records. Many states now offer online portals for employers to access MVRs. You may need to set up an account or obtain special authorization.
Example: The Texas Department of Public Safety offers an Employer Notification Program. This service alerts you to changes in your employees' driving records. You receive timely, accurate information using the direct source.
4. Use Background Check Services that Specialize in Transportation & Trucking
Partner with a background check service that caters to the unique needs of trucking companies. They can provide comprehensive reports tailored to DOT and FMCSA requirements and conduct CDL checks.
Look for services that integrate with your fleet management systems and that offer continuous monitoring. These providers often have established relationships with state DMVs, leading to faster turnaround times for your MVR requests.
Example: A specialized monitoring service like Driver iQ offers a dashboard that tracks your drivers' CSA scores. It alerts you when a driver's score approaches a certain threshold. The detail and industry-specific knowledge it provides keeps you informed and lowers your risks.
How Trucking Background Check Services Help You Monitor
Driver iQ offers specialized background screening services tailored for the transportation industry. We provide solutions that adhere to Department of Transportation requirements and FMCSA requirements, and we follow state-specific regulations regarding checks.
Driver iQ helps you streamline your hiring process and maintain compliance with industry regulations. Features include:
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- Comprehensive MVR checks
- DOT employment verifications
- Drug and alcohol testing histories
- Criminal background checks
- Continuous driver monitoring
- Customizable screening packages
Having all your driver records in one digital location keeps you compliant. And our continuous monitoring keeps you on top of your fleet and immediately alerts you to any violations. With Driver iQ, you can proactively address potential issues with your employees, stopping problems before they start.
Driver iQ Is Your Partner in MVR Background Checks
Maintaining a safe fleet helps your business operate with fewer issues. But more importantly, it safeguards the lives of your drivers and everyone else on the road.
Driver iQ gives you everything you need to conduct a comprehensive motor vehicle record background check. Find the safest drivers and build a team that fosters trust and confidence. Fill out our online form to speak with an expert and learn more about Driver iQ.
