Conduct a Motor Vehicle Report Review for Prospective Employees

An employer may want to conduct a motor vehicle report review before deciding whether or not to hire a prospective employee, especially if the applicant will be driving as part of the job. Each state has different regulations regarding obtaining such reports from applicants, but in most cases you will be able to obtain the report you need. You will need to check with your state’s Department of Motor Vehicles for specific details. Alternatively, you can get a nationwide report from the National Driver Register (NDR). This NDR report will verify your applicant’s ability to drive in any state in the country.

Steps

Requesting a Motor Vehicle Report from the State DMV

1. Make sure you are authorized to request the report. Each state has its own set of laws and regulations that control who may see a driver’s motor vehicle report. The driver himself may, of course, request the report. Therefore, as an employer or prospective employer, you could require employees or prospective employees to obtain their own reports and then present them to you. Alternatively, you will have to check with your state’s Department of Motor Vehicles to find out if you are authorized.
   • For example, in Oklahoma, only certain categories of requests may be allowed by someone other than the driver himself. These include insurance companies, licensed private investigators, or employers if the employee uses a commercial driver’s license (CDL) in his or her employment.
   • Michigan, by contrast, has a longer list of individuals who may request another person’s motor vehicle report. The list consists of thirteen different categories and does allow for employers to check the reports of their employees. However, this allowance is only to check for fraud and not for making employment decisions.
   • The Commonwealth of Kentucky will allow a record request by anyone for any purpose, as long as you can demonstrate that you have the permission of the person whose report you are requesting.
2. Collect the identifying information. Whether you are going to apply on paper or online, you will need the same basic information from your prospective employee. Each state is different, but most states request the same basic information in order to provide a motor vehicle record report. As part of your hiring process, you should ask for the following information from your applicant:
   • name (legal name and any alias)
   • address
   • sex
   • date of birth
   • height
   • weight
   • driver’s license number
   • license plate number
   • car’s VIN
   • social security number, or last four digits (this will depend on your state’s requirements)
   • A signed authorization for you to conduct a motor vehicle record search. You can accomplish this by including a statement like, “I authorize ____ to request a motor vehicle records report on my behalf,” and then have the prospective employee sign.
3. Obtain a request form from your state’s Department of Motor Vehicles. Most states will require employers to submit requests in writing. You can generally obtain a copy of the request form either online or from your state’s driver’s license offices.
   • For example, Georgia uses a “Request for Motor Vehicle Report MVR)” form, which is available online at https://dds.georgia.gov/sites/dds.georgia.gov/files/related_files/document/dds-18.pdf. You may also get a paper copy of the form by visiting any state driver’s license customer service center.
4. Apply online, if available. Some states will allow an immediate motor vehicle check online. However, in many states, the online application is only available to the individual driver. An employer or prospective employer making the request will usually have to submit a request in writing.
   • The state of Arizona, for example, has an online service to view the report immediately. However, as part of the application process, you must check a box that certifies that “I am the above listed person.” This suggests that this service is available only to the driver alone or with the driver’s permission.
5. Be prepared to pay a fee. States charge a range of fees for motor vehicle reports. These charges may be as low as a few dollars or could be $25 to $50. The cost may vary from state to state or may also depend on whether you wish to get an unofficial report or a certified copy, which is likely to cost more.
   • If you are requesting the report online, you will need a credit card available at the time of making the request.
   • In Kentucky, as an example, you may only request reports by mail. The fee is $3, which must be paid by check or money order.
   • North Carolina allows online requests, with a fee to be paid by credit card. The fee for an unofficial report is $10, while the fee for a certified official report is $14.

Requesting a National Driver Registry Report

1. Decide if you want to conduct a national check. The National Driver Registry (NDR) contains nationwide driver information, maintained by the National Highway Transportation Safety Administration. If you operate a business that will employ drivers across state lines (trucking and delivery for example), you may want to verify a driver’s record in this way, rather than just from a single state.
   • The NDR report does not include all details about a driver’s history. It will tell you if a driver has had his or her license suspended, revoked or denied for cause, from any state. This can help you in the case of a driver whose license may have been suspended in one state, but he or she presents you with a license from another state.
2. Develop your own written request form. The NDR does not have a specific application form. The NDR requires requests in writing, in the form of a letter. If you will be conducting multiple requests, you should develop your own standard form letter, which you can use repeatedly. The form should provide your name, address and reason for the request. You should state that you are requesting a report from the Problem Driver Pointer System (PDPS) for a prospective employee, and it should include the following details about the driver in question:
   • full legal name
   • address
   • email address
   • state and driver’s license number
   • social security number
   • sex
   • height
   • weight
   • eye color
3. Finalize the request letter. End with an authorization statement. This should be a statement to the effect of, “I authorize this request of my driving record.” Then there should be a space for the applicant to sign the letter. You will need to get the applicant's signature notarized. The NDR will only accept requests with notarized signatures. If you do not have a notary available in your office, you will have to arrange to visit a notary each time that you wish to perform such a review.
4. Submit the request and wait for your report. Send the notarized request to National Driver Register, 1200 New Jersey Avenue, S.E., NVS-422, Washington, DC 20590. There is no fee for this request. The NDR says that they will attempt to reply to all requests within 15 days. However, they note that requests are dealt with on a first come-first served basis, so they do not guarantee the timing.
5. Send your applicant to the local DMV as an alternative. Instead of requesting the PDPS report by mail, employers of motor vehicle and mass transit operators may instruct applicants to visit the local DMV. The employee should ask for a PDPS check of his or her record and then return that report to you.
6. Interpret the results of the national report. The NDR report does not include all the details of a driver’s history. The NDR report will present one of the following four responses regarding the driver:
   • No match. This means that the individual does not have a record on file in the PDPS system. In most cases, this is a positive result, which should mean that the driver has a valid license. However, if the identification information was incorrect or if the applicant changed his identification at any time, then you could get a “No Match” response.
   • Licensed (LIC). This response means that the driver has a valid license in the state noted and is eligible to drive. However, if LIC appears on the report, this means that the driver’s license was at one time suspended or revoked and has been reinstated. A report of LIC is not as positive as a “No Match” response.
   • Eligible (ELG). This response indicates that the driver’s privilege to drive or apply for a license in the noted state is valid.
   • Not Eligible (NELG). This response means that the driver’s privilege to drive in the noted state is invalid.

Tips

• The prospective employee has the right to review their own report review that will be submitted to the employer.

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References

See also

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• Check Your Vehicle Registration Status
• Contact the DVLA
• Check a Driving Record in California
• Apply for a DOT Number
• Contact the DMV
• Log Driving Hours
• Learn How the Lemon Law Works
• Obtain a Driver's License in Ethiopia
• Change Address on Colorado Vehicle Registration

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