What this is
What is a motor vehicle record review?
What is a motor vehicle record review?
It is the periodic check of a driver's official traffic violation history against the carrier's own safe-driving criteria. It is not the record itself — the MVR pull is a document; the review is the judgement made against it, including whether the driver disclosed what the record shows.
How is this different from a driver performance review?
The MVR review looks backward at an external, third-party record: convictions, points, licence status held by the licensing authority. A performance review (FLT-013) looks at observed on-the-job driving and telematics data the carrier generates itself. A serious MVR finding often triggers a performance review, but the two records answer different questions.
Does a clean MVR review mean the driver is compliant?
Only for the violation-history element of driver qualification. It says nothing about medical certification, licence class validity, or road test competency, each of which has its own record. A driver can pass every MVR review and still be non-qualified on another ground entirely.
Scope
When is a motor vehicle record review required?
This review sits inside Fleet and Driver Compliance and covers one thing: the driver's external violation history, read against fleet policy. It is not the place to capture licence class checks, medical status, or on-road competency — those live in their own templates and get diluted if merged in here.
Use this template when
- The annual (or at-hire) review interval has arrived for a driver on the active roster
- A trigger event has occurred — a reported conviction, an insurer query, or a new collision report — and the record needs re-pulling
- A new MVR pull has just been obtained and needs formal comparison against the driver's declared violations
- The driver's authorisation to keep driving needs a documented, dated decision rather than an informal one
- A prior review flagged a trend that this cycle needs to close out or confirm
Do not use it for
- Driver Qualification File, which holds everything required to prove a driver is qualified, including licence, medical, record of violations and employment history — the MVR review feeds into it, it does not replace it.
- Driver Licence Verification, which checks licence class, endorsements and current status with the issuing authority rather than violation history.
- Medical Certificate Record, which tracks the medical examiner's certificate and its expiry, an entirely separate qualification ground.
- Driver Performance Review, which assesses observed on-road conduct and telematics, not the external violation record.
- Anything outside KnowFleet, which belongs in the workspace that owns that process.
Compliance mapping
Which FMCSA 391.25 requirements does this satisfy?
FMCSA 391.25 sets the annual inquiry-and-review obligation; the form's sections map onto its distinct requirements rather than treating the record as one undifferentiated pull.
| Clause | Requirement | Where it lands |
|---|---|---|
| FMCSA 391.25(a) | Make an inquiry to each licensing authority the driver has held a licence from, at least once every twelve months | Header |
| FMCSA 391.25(b)(1) | The review must consider the driver's accident and violation record, not just confirm a document was received | Record contents |
| FMCSA 391.25(b)(2) | The carrier must determine whether the driver meets its own safe-driving criteria, distinct from bare legal eligibility | Assessment |
| FMCSA 391.27 | Cross-check the driver's own annual certification of violations against what the official record actually shows | Assessment |
| FMCSA 391.15 | Certain violation categories (impaired driving, using the vehicle in a felony) are disqualifying rather than merely point-bearing | Convictions |
| FMCSA 391.51(b)(2) | The completed review must be retained as part of the driver qualification file, not held separately | Outcome |
| FMCSA 391.25(c) | Where the record does not meet the threshold, the carrier must document what it did about it | Outcome |
What it does not cover
- A licence status of "Full and valid" recorded alongside a suspension conviction in the same review, which is an internal contradiction the form should catch before it reaches a fleet manager's signature.
- "Non Disclosure Identified" marked Yes with no corresponding entry in Action Taken beyond "No action", which leaves a driver known to have withheld a conviction facing no documented consequence.
- A disqualifying offence in the Convictions repeat block sitting under an overall "Meets Fleet Policy Threshold" of Yes, which lets a single severe entry get averaged away by an otherwise clean record.
- "Insurer Notification Required" answered Yes with "Insurer Notified" left blank past the review's completion date, which is an open compliance gap the record itself should be surfacing, not concealing.
- "Trend Versus Last Review" answered without a prior review reference to compare against, which turns a factual comparison into a guess dressed up as a judgement.
Global
Motor Vehicle Record Review requirements by country
The obligation to check violation history exists everywhere fleets operate, but who runs the check, how often, and what counts as disqualifying differs by jurisdiction in ways that change what this template should enforce.
FMCSA 391.25
A federal, annual, mandatory obligation with a defined minimum frequency and a requirement to check every state the driver has held a licence in.
The review interval in this template should never exceed twelve months for US-domiciled drivers, and the record-obtained-from field needs to capture every relevant state, not just the driver's current one.
National Safety Code Standard 15 (driver abstract requirements), referenced via provincial regulation
Provinces set their own abstract-pull frequency and demerit-point thresholds, so 'meets fleet policy' has to be checked against the operating province, not a single national bar.
A carrier running drivers across more than one province needs the fleet policy threshold configured per province, or the scoring in Assessment will misjudge drivers licensed outside the reviewer's home jurisdiction.
DVLA licence check requirements under an operator's O-licence undertakings
There is no fixed statutory review interval; frequency is set by the operator's own risk-based policy and expected to be defensible at a Traffic Commissioner inquiry.
For UK fleets this template's review interval is a policy decision, not a regulatory minimum, so it needs a documented rationale rather than an assumed annual default.
How to complete it
How to complete a motor vehicle record review, step by step
Filling in every field is the easy part. The judgement calls below are what actually determine whether the review would survive being read back at an audit or a claim.
The form scores personal-vehicle convictions lower than commercial ones, but that does not mean they should be waved through. A reviewer has to decide, and record, why a personal impaired-driving conviction did or did not change the driver's authorisation, not just note which box the offence fell into.
One minor speeding conviction two years apart is not a trend; two convictions in the same review period against a clean prior file is. The judgement is in comparing this review's Convictions block against the last review's outcome, not in reading this record alone.
A minor offence the driver failed to declare should usually be treated more seriously than a moderate offence they did declare, because the review is partly testing honesty, not just driving record. Collapsing the two into one score line loses that distinction.
Whether a conviction triggers insurer notification needs a threshold decided by policy in advance, not judgement-called per review. Where the threshold is fuzzy, reviewers default to not notifying, which is the wrong direction to be defaulting in.
What auditors find
Most common motor vehicle record review findings
These are the patterns that recur across MVR reviews when the record is checked rather than assumed complete.
| Finding | Clause | What fixes it |
|---|---|---|
| Review completed with the Convictions repeat block left empty despite a non-zero Convictions In Period count | FMCSA 391.25(b)(1) | Require at least one Convictions entry whenever Convictions In Period is greater than zero, blocking submission otherwise. |
| Licence Status and individual conviction outcomes contradict each other within the same record | FMCSA 391.25(b)(2) | Cross-validate Licence Status against any Suspended-type entries in Convictions before the review can be marked Complete. |
| Non-disclosure findings recorded with no linked disciplinary action or CAPA reference | FMCSA 391.27 | Make Action Required conditional-mandatory whenever Non Disclosure Identified is Yes, rather than leaving it as an open choice. |
| Disqualifying offences present in the record but Driver Remains Authorised left as Yes | FMCSA 391.15 | Force Driver Remains Authorised to No or With conditions whenever any Convictions entry carries the Disqualifying category. |
| Insurer Notification Required marked Yes with Insurer Notified never populated | Fleet insurance policy condition | Add a follow-up prompt or overdue flag when Insurer Notified stays blank more than a set number of days after the review date. |
| Trend Versus Last Review answered as Yes or No with no prior Review ID on file to compare against | Internal review continuity | Require a link to the prior review record before the Trend field becomes answerable, or default it to Not established. |
Case in point
Case in point: the record that read clean until someone compared it
A driver's annual MVR review came back with Convictions In Period at one, the offence coded as speeding, and Licence Status marked Full and valid. Scored on its own, the review cleared the fleet policy threshold without incident and was signed off in minutes.
What the reviewer hadn't checked was the driver's own annual self-certification, filed three months earlier, which listed no violations at all. The speeding conviction predated that certification. Once compared side by side, the case became a non-disclosure finding, not a simple speeding infraction — and the fleet's insurer required notification either way, which had also been missed.
The template
The template, field by field
The form exactly as it installs. Every field, option, score and conditional rule is editable, and the links to other templates come with it.
5 sections
- Reference
- FLT-011
- Archetype
- Review
- Record ID
- MVR-2026-000
- Scoring
- Violation points
- Direction
- High is bad
- Singleton
- No
- Basis
- FMCSA 391.25
- Links
- Links Worker
- Tags
- Fleet, Compliance
- Sections
- 5
- Fields
- 41
- Follow up fields
- 3
- Repeating sections
- 1
- Links out
- 4
Header
13 fieldsReview ID*
Auto sequence. Format MVR-2026-000.
The record's own ID. Other templates point at this value.
Status*
Drives who this goes to next.
- Planned2 pts
- In progress2 pts
- Complete3 pts
- Deferred0 pts
- Open0 pts
- Closed3 pts
- Overdue0 pts
Date and Time*
Completed By*
Site*
Site ID*
Format SITE-000.
Links to FDN-001 Site ID
Driver*
Person ID*
Links to FDN-003 Person ID
Licence Class
Off Duty Driving Predicts On Duty Driving
Personal driving convictions are among the strongest predictors of commercial collision risk. Review them annually and act on the trend.
Review Period*
Record Obtained From*
Date Obtained*
Record contents
3 fieldsConvictions In Period*
Points Or Demerits Current*
Licence Status*
- Full and valid3 pts
- Restricted1 pt
- Suspended0 pts
Convictions
Repeats6 fieldsOffence*
Date*
Commercial Or Personal Vehicle*
- Personal1 pt
- Commercial0 pts
Points Applied
Serious Offence Category*
Impaired driving, dangerous driving, excessive speed and failure to stop are all disqualifying in most fleet policies.
- Not serious3 pts
- Serious0 pts
- Disqualifying0 pts
Previously Declared By Driver*
- Yes3 pts
- No0 pts
Assessment
6 fieldsMeets Fleet Policy Threshold*
- Yes3 pts
- Marginal1 pt
- No0 pts
Trend Versus Last Review*
- Yes3 pts
- Partly1 pt
- No0 pts
Non Disclosure Identified*
Failing to declare a conviction is usually a disciplinary matter in its own right.
- No3 pts
- Yes0 pts
Insurer Notification Required*
- No3 pts
- Yes1 pt
Insurer Notified
Insurability Affected
- No3 pts
- Premium increase1 pt
- Refused0 pts
Outcome
13 fieldsDriver Remains Authorised*
- Yes3 pts
- With conditions1 pt
- No0 pts
Action Taken*
None required, coaching, additional training, monitoring period, restriction, or removal from driving duties.
- Coaching2 pts
- Written warning1 pt
- Route change3 pts
- Schedule change3 pts
- No action0 pts
Performance Review Triggered*
- No3 pts
- Yes1 pt
Review ID
Links to FLT-013 Review ID
Next Review Due*
Action Required*
Raise the action record, then enter its reference here.
- No2 pts
- Yes0 pts
Priority
- High0 pts
- Medium1 pt
- Low3 pts
CAPA ID
Format CAPA-2026-00000.
Links to FDN-014 CAPA ID
Action Owner
Fleet Manager*
Signature*
HR*
Second Signature*
FLT-011 · record IDs look like MVR-2026-000 · Links Worker
Open in KnowellaRun it with agents
From a document you fill in to a programme that runs itself
The review itself is a comparison judgement. What tends to slip is chasing the pull, catching the contradiction between sections, and keeping the insurer and HR loop closed once a finding lands.
Holds the MVR review against each driver's file, flags when a review is overdue against the twelve-month clock, and keeps the prior review linked so the trend comparison has something real to work from.
Picks up the Additional Training Required and Action Taken outcomes from this review and turns them into a scheduled, tracked coaching or training record rather than a note that gets forgotten.
Rolls disqualifying findings and unnotified insurer flags up into the operator's compliance position, so a gap here is visible before an audit finds it first.
Surfaces the contradiction cases — clean licence status against a suspension entry, non-disclosure with no action — for a human to resolve, and holds every write for approval before it touches the driver's record.
This template lives in KnowFleet — fleet and transport. Drivers, vehicles, hours, cargo securement and operator licence compliance.
Meet KnowFleet→Glossary
Motor Vehicle Record Review definitions and key terms
- MVR
- Motor Vehicle Record — the official violation and licensing history held by a state, provincial, or national licensing authority, obtained directly from that authority rather than from the driver.
- Disqualifying offence
- A violation category — such as impaired driving or using a commercial vehicle in a felony — that removes a driver's eligibility to operate regardless of an otherwise favourable overall record.
- Self-certification
- The driver's own annual declaration of violations under FMCSA 391.27, which the MVR review is partly designed to verify against the independent official record.
- Demerit point
- A unit some licensing authorities apply per violation type; accumulation past a threshold typically triggers licence suspension independent of any single conviction's severity.
- Fleet policy threshold
- The carrier's own, stricter-than-minimum-legal bar for what violation history is acceptable in a driver, set internally and applied consistently across the review.
FAQ
Frequently asked questions about motor vehicle record review
Who should complete the motor vehicle record review?+
The fleet compliance lead, or a delegate with access to both the official MVR pull and the driver's prior self-certification, so the comparison judgement in the Assessment section can actually be made rather than assumed.
How often does FMCSA require this review?+
At least once every twelve months per 391.25(a), plus at hire. Many fleets also trigger it after a reported conviction, an insurer query, or a collision, which this template supports through its Review Period and trigger-event framing.
What happens when a driver fails the review?+
The Outcome section requires a documented decision — remain authorised, remain with conditions, or removal from driving duties — plus an action record where required. A fail should never be left as a status update with no linked action.
Does a personal driving conviction matter for a commercial licence review?+
Yes. The form scores personal-vehicle convictions differently from commercial ones, but personal driving behaviour, particularly impaired or dangerous driving, is one of the strongest known predictors of commercial collision risk and is not ignored.
What is the difference between this and the Driver Qualification File?+
The qualification file is the complete record required to prove a driver is qualified — licence, medical, employment history, and this review among other things. This template produces one input to that file; it is not a substitute for it.
Can the scoring and thresholds be changed?+
Yes. Every option, score, and conditional rule is editable, including the fleet policy threshold and the insurer notification trigger. Most fleets install the default weighting, run it for a review cycle, then tighten it based on what surfaces.
Keep going
Related templates and programmes
Industries this is written for
Programmes this belongs to
Used together in Fleet and Driver Compliance
Transport Provider Assessment
Assesses a haulier for licensing, driver management, vehicle standards, temperature capability and load security
Driver Vehicle Inspection Report
The pre-trip and post-trip inspection a driver completes on a commercial vehicle
Annual Vehicle Inspection
The yearly statutory inspection of a commercial vehicle
Trailer Inspection
Checks trailer coupling, brakes, lights, tyres, doors and structure
Reefer Unit Check
Checks refrigeration unit operation, fuel, temperature setpoint and alarm history
Vehicle Defect Report
Reports a defect found on a vehicle at any time, not just during a scheduled inspection
More in Driver Records
Driver Qualification File
Holds everything required to prove a driver is qualified, including licence, medical, record of violations and employment history
Driver Licence Verification
Verifies a driver's licence class, endorsements and status with the issuing authority
Medical Certificate Record
Holds the driver's medical examiner certificate and its expiry date
Road Test Record
Records a practical driving assessment covering vehicle handling, coupling, backing and defensive driving
Driver Performance Review
Reviews a driver's safety, compliance, fuel and delivery performance over a period
Written and reviewed by
Siddarth Singh
Founder & Chief Executive Officer, Knowella
Certified Safety Professional and industrial and systems engineer with more than a decade inside food supply chain, freight and manufacturing operations. This page was written against the current text of the standards it cites, not against secondary summaries of them.
- Certified Safety Professional (CSP), Board of Certified Safety Professionals
- MBA, University of Chicago Booth School of Business
- MS and BS, The Ohio State University, Industrial and Systems Engineering
- Six Sigma Black Belt
Sources and last review. Reviewed 16 August 2026 against:
- FMCSA 391.25 — Annual inquiry and review of driving record
- FMCSA 391.27 — Record of violations
- FMCSA 391.15 — Disqualification of drivers
- FMCSA 391.51 — General requirements for driver qualification files
- National Safety Code Standard 15 — Driver abstract requirements (Canada)
This page is general guidance, not legal advice. Confirm requirements with your jurisdiction’s regulator.