Understanding Motor Vehicle Records (MVRs) in the Trucking Industry
- Soshaul
- Apr 1
- 3 min read
A Motor Vehicle Record (MVR) provides a detailed history of a driver’s traffic violations, license status, accidents, and other relevant information. Keeping up-to-date MVRs is crucial for trucking businesses, small or large, as it helps ensure that only qualified drivers operate commercial motor vehicles (CMVs).
Why Are MVRs Important?
The Federal Motor Carrier Safety Administration (FMCSA) mandates that motor carriers obtain an MVR for each driver upon hiring. This helps assess whether a driver is qualified or disqualified based on their driving history. Regular reviews of MVRs also allow carriers to address safety concerns and minimize risks on the road proactively.
Beyond compliance, MVRs serve as a risk management tool. By keeping an accurate record of driver history, trucking businesses can reduce liability, lower insurance costs, and enhance overall fleet safety.
Where Can Driver Records Be Obtained?
Driver's records can be obtained from the State Motor Vehicle Department from which the driver's license is issued. Many states allow employers to request MVRs online, by mail, or in person. Additionally, third-party services can streamline the process by providing multi-state MVR checks for carriers operating across state lines.
How Often Should MVRs Be Reviewed?
Motor carriers are required to review a driver’s MVR at least once every 12 months to stay updated on any new violations, license suspensions, or other changes that might affect a driver’s eligibility. The reviewed record must be documented and stored for at least three years as part of the driver’s qualification file.
Where Should MVRs Be Stored?
MVRs must be stored in the driver's qualification file at the carrier’s principal place of business. These records should be readily accessible for inspections and audits. To ensure compliance, the following information should be documented alongside the MVR:
The name of the individual reviewing the record
The date of the review
Maintaining a well-organized system for MVR storage helps trucking companies avoid compliance issues and simplifies record retrieval during audits.
What Does an MVR Look Like?
MVR formats vary by state, but they typically include:
Driver’s license details (class, status, endorsements, and restrictions)
Traffic violations and citations
Accident history
DUI or reckless driving offenses
License suspensions or revocations
For an example of an MVR, check out the FMCSA-provided sample: MVR Example
Consequences of Not Maintaining MVRs
Failing to keep MVRs on file can lead to serious repercussions, including:
✅ Fines & Penalties: The FMCSA can impose costly fines on carriers that do not comply with MVR requirements.
✅ Audit & Inspection Issues: Missing MVRs during audits can result in violations that negatively impact a carrier’s safety rating.
✅ Legal Liability: If a driver without a valid MVR is involved in an accident, the carrier may face lawsuits and increased insurance claims.
✅ Operational Disruptions: Drivers without a verified MVR may be deemed unqualified, leading to delays, disruptions, and potential loss of revenue.
Best Practices for Managing MVRs
To stay compliant and protect your business, consider implementing the following best practices if you employ other drivers:
✔ Conduct Regular Internal Audits: Periodically review driver files to ensure all required documents are up-to-date.
✔ Train Drivers on Safe Driving Habits: Reducing violations not only improves MVRs but also lowers insurance premiums and enhances safety.
✔ Keep Digital Backups: Storing electronic copies of MVRs can help prevent loss or misplacement of critical documents.
By taking a proactive approach to MVR management, trucking companies can improve compliance, enhance road safety, and protect their bottom line.
Maintaining up-to-date MVRs is more than a regulatory requirement—it’s a key component of running a safe and efficient trucking business. Regularly reviewing and updating MVRs helps carriers manage risk, improve safety, and maintain a strong reputation in the industry. Don’t wait until an audit or accident to realize the importance of proper record-keeping—make MVR compliance a top priority today!
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Soshaul Logistics LLC and its affiliates do not provide tax, legal or accounting advice. This material has been prepared for informational purposes only, and is not intended to provide, and should not be relied on for, tax, legal or accounting advice. It is meant to serve as a guide and information only and Soshaul Logistics, LLC does not assume responsibility for any omissions, errors, or ambiguity contained herein. Contents may not be relied upon as a substitute for the FMCSA's published regulations. You should consult your own tax, legal and accounting advisors before engaging in any transaction or operation.
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