Driving Record Check Letter Template

In plain language: Opens the letter with the date, the employer's full legal name and address, and the recipient's name and address — establishing who is sending the notice and to whom.

Common mistake: Using a department name instead of the employer's legal entity name. If the notice is later cited in an adverse action proceeding, an unrecognized sender name creates confusion.

In plain language: Clearly states that the employer intends to obtain the recipient's motor vehicle record and explains the business reason — typically as part of pre-employment screening or ongoing fleet safety review.

Common mistake: Omitting the business reason entirely. Recipients who don't understand why their record is being pulled are more likely to withhold consent or raise a dispute.

In plain language: Identifies what the record check will cover — license status, violations, suspensions, accidents — and the look-back period (typically 3 to 7 years).

Common mistake: Not specifying the look-back period. An undefined scope gives the recipient no basis to anticipate what will be reviewed, which can lead to disputes when older incidents appear.

In plain language: Names the agency or third-party provider that will retrieve the record — the state DMV, a consumer reporting agency, or both.

Common mistake: Not disclosing a third-party CRA when one is used. Under the FCRA, employers must disclose CRA use separately from the general notice — failure to do so can void the consent and expose the employer to liability.

In plain language: Requests the recipient's written consent to proceed with the record pull, including a signature block or reference to an attached authorization form.

Common mistake: Bundling the MVR consent with a general background check authorization form that covers many other checks. Some jurisdictions require a stand-alone, dedicated authorization for driving records.

In plain language: Informs the recipient of their rights — including the right to review the record and dispute inaccuracies — and references applicable law where relevant.

Common mistake: Skipping the rights disclosure because the letter is an internal HR document. If the check is conducted through a CRA, FCRA disclosure requirements apply regardless of how the letter is framed.

In plain language: States plainly that the driving record may be a factor in the employment or assignment decision, and that disqualifying violations will trigger a separate adverse action process.

Common mistake: Implying that any violation will automatically disqualify the applicant. Employers should individualize the assessment — blanket disqualification policies create legal exposure under fair-chance and anti-discrimination laws.

In plain language: Tells the recipient who to contact with questions, how to return the signed authorization, and the deadline for doing so.

Common mistake: Setting an unreasonably short response deadline — fewer than three business days — which can pressure recipients and undermine the voluntariness of their consent.

In plain language: Closes the letter professionally, includes the sender's name, title, and contact information, and leaves a signature line for the authorized HR or management representative.

Common mistake: Leaving the signature block blank or signed by an unauthorized employee. The letter should be signed by an HR manager, hiring manager, or officer with authority to make employment decisions.

A driving record check letter is a formal written notice an employer sends to a job applicant or employee to inform them that the company intends to request their motor vehicle record as part of a pre-employment screening or ongoing employment review. It explains the purpose and scope of the check, identifies the source, and typically requests the recipient's written consent before the record is pulled.

Any time a role requires operating a company vehicle, driving a personal vehicle for company business, or performing commercial driving functions, the employer should send this letter before requesting the MVR. In many US states, written notice or consent is legally required before pulling a driving record through a consumer reporting agency. Annual recertification programs for existing fleet drivers also typically require a fresh notice each cycle.

Requirements vary by jurisdiction and by how the record is obtained. In the US, pulling an MVR through a consumer reporting agency triggers FCRA consent requirements, which mandate a written, standalone disclosure and authorization before the check. Obtaining a record directly from a state DMV may require a notarized release or a specific DMV authorization form depending on the state. Always verify the rules for the state where the driver is licensed.

A driving record check letter is sent before the record is pulled — it notifies the recipient and requests consent. An adverse action letter is sent after a disqualifying finding is discovered and before a negative employment decision is made. The two documents serve distinct steps in the screening process: the check letter opens the process; the adverse action letter closes it when the result is unfavorable.

Most standard employer checks cover 3 years of driving history. Roles involving commercial vehicles or DOT-regulated driving typically require a 5- to 7-year look-back, and DOT rules mandate a 3-year employment history check in addition to the MVR. Fleet insurers often specify their own minimum look-back periods in the policy terms, which may exceed state minimums.

Blanket disqualification policies based on any driving violation are legally risky. EEOC guidance and several state laws require employers to conduct an individualized assessment that considers the nature and severity of the offense, the time elapsed since the violation, and the direct relevance to the specific job duties. Categorical bans unrelated to job requirements can constitute unlawful discrimination.

No. If the driving record is obtained through a consumer reporting agency, the FCRA requires a separate standalone disclosure document and a signed authorization form in addition to any notice letter. The employer must also provide the applicant with a copy of their FCRA rights. This letter serves as the employer's notification of intent — it does not replace the mandatory FCRA disclosure and authorization documents.

Retain the signed authorization alongside the notice letter in the individual's personnel file for the full duration of employment plus a minimum of three years after separation. For DOT-regulated employers, federal regulations specify exact retention periods for driver qualification files — typically three years from the date the record is obtained. Store these records separately from general personnel files where DOT rules require it.

If the driving record check is job-related and a legitimate business requirement, an employer may generally decline to hire an applicant or withdraw a driving assignment from an existing employee who refuses to authorize the check. The refusal should be documented in writing. For DOT-regulated roles, a valid MVR is a condition of employment that cannot be waived.