How often must a carrier check a driver's MVR?

At least once every 12 months, for both the inquiry and the review (49 CFR 391.25(a) and (b)).

What must the carrier look for in the review?

Whether the driver meets minimum requirements for safe driving or is disqualified, considering violations of the safety and hazardous materials regulations, the accident record and traffic violations (49 CFR 391.25(b)).

What goes into the driver qualification file?

A copy of the MVR and a note with the name of the person who reviewed it and the review date (49 CFR 391.25(c)).

How long must the records be kept?

The annual MVR and the review note may be removed three years after the date of execution (49 CFR 391.51(d)).

US · Expiry & renewal tracking

Run every driver's annual MVR inquiry and review on time

At least once every 12 months, a motor carrier must obtain each driver's motor vehicle record from every licensing authority involved and review it for safe-driving fitness (49 CFR 391.25(a) and (b)). A copy and a dated reviewer's note go into the driver qualification file and may be removed after three years.

Under the Federal Motor Carrier Safety Regulations, each motor carrier must, at least once every 12 months, request the motor vehicle record (MVR) of each driver it employs from every licensing authority where the driver held a commercial motor vehicle operator's license or permit during that time. The record must cover at least the preceding 12 months (49 CFR 391.25(a)).

At least once every 12 months, the carrier must also review each driver's MVR to decide whether the driver meets minimum requirements for safe driving or is disqualified. The carrier must consider any evidence of violations of the Federal Motor Carrier Safety Regulations or the Hazardous Materials Regulations, and the driver's accident record and traffic violations, giving great weight to violations such as speeding, reckless driving and driving under the influence of alcohol or drugs (49 CFR 391.25(b)).

A copy of the MVR and a note with the name of the person who did the review and the date must be kept in the driver's qualification file (49 CFR 391.25(c)). These may be removed from the file three years after the date of execution (49 CFR 391.51(d)).

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At a glance

Rule	49 CFR 391.25, FMCSA
MVR inquiry	At least once every 12 months, covering at least the preceding 12 months
Review	At least once every 12 months
Keep in the file	A copy of the MVR and a note with the reviewer's name and date
Retention	May be removed three years after the date of execution
New drivers	Pre-employment MVR inquiry within 30 days of the start of employment

Some drivers are excepted under subpart G of part 391; for example, a carrier need not do the annual inquiry and review for a multiple-employer driver (49 CFR 391.63).

Who is responsible?

The motor carrier. It must make the inquiry, do the review and keep the driver qualification file for each driver it employs (49 CFR 391.25 and 391.51(a)).

Start with the pre-employment record

For a new driver, the carrier must request the MVR covering the prior 3 years from each licensing authority where the driver held a license or permit in that period, within 30 days of the date employment begins, and place it in the driver qualification file within the same 30 days (49 CFR 391.23(a)(1) and (b)).

Tracking it with ExpirySuite

Add each driver and record the date their next annual MVR inquiry and review are due, 12 months after the last one.
Reminders arrive 60, 30, 14, 7 and 1 day before the due date and on the due date itself.
Assign a responsible person (for example your safety or compliance manager) so the right person gets the reminder.
If a date passes, managers get overdue reminders 3, 7 and 14 days later.
Upload the new MVR and the signed review note to the driver's record through a secure upload link, valid for 14 days; no account is needed.

Frequently asked questions

How often must a carrier check a driver's MVR?: At least once every 12 months, for both the inquiry and the review (49 CFR 391.25(a) and (b)).
What must the carrier look for in the review?: Whether the driver meets minimum requirements for safe driving or is disqualified, considering violations of the safety and hazardous materials regulations, the accident record and traffic violations (49 CFR 391.25(b)).
What goes into the driver qualification file?: A copy of the MVR and a note with the name of the person who reviewed it and the review date (49 CFR 391.25(c)).
How long must the records be kept?: The annual MVR and the review note may be removed three years after the date of execution (49 CFR 391.51(d)).

Sources

Last checked: Sep 30, 2026 · This page summarises official sources for general information and is not legal advice. Check the linked sources for current rules and fees.

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