Can an MVR Release be signed electronically?

Yes. Electronic signatures are widely accepted if the signing process shows signer intent, consent to electronic records, signer attribution, and reproducible retention. Make sure your e-signature workflow captures an audit trail with timestamp and signer identity to support later verification.

Do I need a separate release for every DMV check?

Not always. You may use a blanket release that authorizes periodic checks if the employee expressly agrees and the scope and frequency are stated. Periodic-check language should be explicit to avoid disputes about ongoing access.

What happens if the license number is wrong?

An incorrect license number commonly prevents a record match and may delay screening. Verify the number and issuing state with the employee before submitting to the DMV or vendor to avoid repeat requests or inaccurate results.

Is notarization required for an MVR Release?

Typically not. Most jurisdictions accept signed releases without notarization for employment-related MVR requests, though specific state or contract situations may request notarized consent; confirm if a vendor or regulator requires it.

Who can receive the MVR once released?

The release should name the employer or authorized third-party recipient. Limit distribution to those with a business need and state the permitted uses to reduce privacy and liability risks.

How long should the release be retained?

Retention varies by record type and industry. Retain the release for the employment term and for a reasonable audit period after termination; retention guides elsewhere below recommend minimum and industry-specific timelines.

Electronic Signature
Templates
HR
Employee MVR Release

Employee MVR Release

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

EMPLOYEE MVR RELEASE

Employer Identification

Employer / Company Name Employer Contact / HR Representative

Personal Information

Full Legal Name Current Address

Phone

Email

Date of Birth: Driver's License Number: Issuing State:

Position Information

Position / Job Title Department / Division

Reporting Manager: Start Date (anticipated): Salary / Pay Rate:

Position requires operation of employer vehicles or personal vehicles for company business: Yes

Employment History (Most Recent Two Employers)

Employer 1 — Company Name

Title / Role

From

To

Primary Responsibilities Reason for Leaving

Employer 2 — Company Name

Title / Role

From

To

Primary Responsibilities Reason for Leaving

Education

Highest Degree or Certification Institution Graduation Date

Professional References

Reference 1 Reference 2 Reference 3

Legal Disclosures and Authorizations

I hereby authorize the Employer and its designated agents and representatives, including third-party background check vendors, to obtain my motor vehicle record (MVR) and driving history from any state motor vehicle agency, insurer, or other custodian of driving records. This authorization includes, but is not limited to, convictions, suspensions, revocations, accidents, traffic violations, license endorsements and restrictions, and any other information that appears on my driving record for the purpose of determining my eligibility to operate motor vehicles for the Employer.

I understand that this authorization applies to initial pre-employment screening and to periodic checks during my employment as required by the Employer. I further understand that information obtained from my MVR may be used in employment decisions, including hiring, assignment of duties, discipline, or termination.

I expressly authorize the release of MVR information to the Employer and release any custodian of such records from liability for providing the record in compliance with this authorization. I also release the Employer, its agents and third-party vendors from any liability arising out of the collection, use, dissemination, or storage of my driving record consistent with this release.

I certify that the information I have provided on this form is true and complete. I understand that any false statement or omission may constitute grounds for denial of employment or disciplinary action, up to and including termination.

Consent to Conduct Background Checks and Contact Prior Employers

By checking the box below I authorize the Employer to contact prior employers and other references to verify employment history, driving records, and qualifications relevant to my job duties.

I authorize prior employers and listed references to release employment and driving history information to the Employer.

Scope and Duration

This release authorizes the Employer to obtain my MVR for the preceding seven (7) years unless a longer or shorter period is required by applicable law or Employer policy. This authorization shall remain in effect for the duration of my employment unless expressly revoked in writing. I understand that revocation will not affect any action taken in reliance on this authorization prior to the Employer's receipt of written notice of revocation.

Driver Classification

Commercial Driver's License (CDL) Holder: Yes No

If CDL holder, indicate class and endorsements

At-Will and Equal Opportunity

I understand and acknowledge that, unless otherwise provided by a written agreement signed by an authorized representative of the Employer, employment with the Employer is on an at-will basis. This acknowledgement does not create a contract of employment for any specified period.

The Employer is an equal opportunity employer. Decisions regarding hiring, assignment, promotion, termination, and other terms and conditions of employment will be made without regard to race, color, religion, sex, national origin, age, disability, or any other protected characteristic in accordance with applicable law.

Applicant Certification

I certify under penalty of perjury that the information provided on this form is true, correct and complete to the best of my knowledge. I understand that this authorization and release will be kept on file and may be relied upon by the Employer and its agents.

Optional Employee Statement (explain any license suspensions, revocations, or major violations)

Printed Name:

Signature:

Date:

What an Employee MVR Release Is and when it’s used

An Employee MVR Release is a written consent that authorizes an employer or authorized third party to request and receive an employee’s motor vehicle record (MVR) from state DMV or third-party data vendors. It documents the employee’s permission to view driving history for safety screening, commercial driver qualification, insurance underwriting, or post-accident review. Employers commonly attach it to onboarding packets, annual safety audits, or position-specific background checks for roles that require driving. The release clarifies scope, search frequency, and data recipients while establishing a record of consent for compliance and audit purposes.

Why a clear MVR Release matters for compliance and safety

A concise Employee MVR Release creates an auditable trail of consent, reduces legal risk, and lets employers verify driving fitness for safety-sensitive roles. Clear scope and retention terms limit disputes and support insurer and regulator reviews.

Step-by-step: completing an Employee MVR Release

Follow these sequential steps to collect valid consent and obtain an MVR without processing errors or compliance gaps.

01

Prepare Form: Provide company name, purpose, and scope of the MVR request.
02

Collect Identity: Record full name, DOB, license number, and issuing state.
03

Get Signature: Obtain dated signature (electronic or wet) and initial consent options.
04

Request Record: Submit to DMV or vendor using exact identifiers provided.

Frequently asked questions — common issues and answers

Answers to frequent questions about validity, signature methods, and common processing errors for Employee MVR Releases.

Need help? Contact support

Can an MVR Release be signed electronically?
Yes. Electronic signatures are widely accepted if the signing process shows signer intent, consent to electronic records, signer attribution, and reproducible retention. Make sure your e-signature workflow captures an audit trail with timestamp and signer identity to support later verification.
Do I need a separate release for every DMV check?
Not always. You may use a blanket release that authorizes periodic checks if the employee expressly agrees and the scope and frequency are stated. Periodic-check language should be explicit to avoid disputes about ongoing access.
What happens if the license number is wrong?
An incorrect license number commonly prevents a record match and may delay screening. Verify the number and issuing state with the employee before submitting to the DMV or vendor to avoid repeat requests or inaccurate results.
Is notarization required for an MVR Release?
Typically not. Most jurisdictions accept signed releases without notarization for employment-related MVR requests, though specific state or contract situations may request notarized consent; confirm if a vendor or regulator requires it.
Who can receive the MVR once released?
The release should name the employer or authorized third-party recipient. Limit distribution to those with a business need and state the permitted uses to reduce privacy and liability risks.
How long should the release be retained?
Retention varies by record type and industry. Retain the release for the employment term and for a reasonable audit period after termination; retention guides elsewhere below recommend minimum and industry-specific timelines.

Who typically signs an Employee MVR Release

Use clear role definitions so signers understand why the record is checked and who will access it.

HR and hiring managers verifying driving eligibility during onboarding and annual reviews.
Fleet supervisors checking records for safety-sensitive or CDL-required positions.
Insurance teams requesting records for underwriting and claims assessment.

Essential elements of a professional Employee MVR Release

A complete release balances sufficient data for accurate retrieval with clear limits on use, retention, and distribution to reduce risk.

Identifying Data

Full legal name, date of birth, driver license number, and issuing state are required to match the correct DMV record.

Purpose Statement

Explicitly state the reason for the MVR request (employment screening, safety review, insurance underwriting) to limit downstream use.

Scope and Frequency

Define whether the check is a one-time pull or recurring, and specify the date range of records requested.

Recipient Designation

Identify the employer or vendor who may receive the MVR and any permitted secondary recipients.

Signature and Consent

Include a dated signature line and checkboxes for specific consents; clarify how electronic consent is given if used.

Retention Notice

Indicate how long the company will keep the release and where the signed copy will be stored for audit.

Privacy and security details to include

Data Minimization: Limit fields to necessary identifiers.

Access Controls: Restrict MVR access to authorized staff.

Encryption: Store copies with strong encryption at rest.

Audit Trail: Log requests, recipients, and timestamps.

Retention Policy: State retention and deletion rules.

Vendor Oversight: Confirm vendor security and contracts.

Key risks and potential consequences of errors

Incorrect Consent: Invalid search results

Privacy Breach: Regulatory enforcement

Improper Use: Litigation risk

Missing Signature: Record inadmissible

Retention Failure: Audit exposure

Vendor Error: Incorrect report

Common mistakes to avoid when preparing an MVR Release

Collecting incomplete identity data, such as omitting date of birth or issuing state, which results in failed or mismatched DMV queries and added processing time.
Using ambiguous purpose language that allows broader use of the driving record than intended, creating privacy and compliance exposure down the line.
Failing to capture clear dated consent for recurring checks, which may lead to disputes about ongoing access and the lawfulness of future pulls.
Storing signed releases insecurely or indefinitely without a documented retention schedule, increasing breach risk and regulatory scrutiny.

How the MVR request process typically flows

A reliable workflow reduces errors: collect data, obtain consent, submit to vendor, and retain an audit trail of the retrieved record.

Collect: Gather exact identifiers from signer.
Authorize: Get dated signature and scope confirmation.
Submit: Send request to DMV or data vendor.
Record: Store report and audit evidence securely.

Digital signing and vendor considerations

Ensure the chosen e-signature and MVR vendor meet your security, audit, and workflow integration requirements to maintain a defensible record of consent.

Authentication Level: Email, SMS, or stronger
Document Formats: PDF or DOCX supported
Integration Needs: API or manual upload

Configure an online MVR release workflow

Key settings to configure when building an online release and retrieval workflow for consistent, auditable processing.

Field	Configuration
Upload Document	Use PDF with fillable fields for name, DOB, license, and state.
Add MVR Release Fields	Include checkboxes for scope and recurring pulls.
Authentication	Select email link or SMS code; require stronger auth for high-risk roles.
Routing	Auto-route signed copies to HR, safety, and retained archive.

How an Employee MVR Release differs from general background authorization

Compare scope, legal coverage, and typical signing parties to choose the right document for your screening needs.

Criteria	Employee MVR Release	Background Check Authorization
Purpose	driving record only	multiple consumer reports
Consent Required	yes — signed	yes — signed
FCRA Coverage	possible	common
Typical Signers	driver / employee	applicant / employee

Typical eSignature vendor features and starting price comparison

Compare starting prices and key feature availability for common eSignature vendors. signNow is listed first per vendor comparison format.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day trial	Trial varies	Trial varies	Trial varies	Trial varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Practical tips for accurate and efficient MVR release management

Adopt these practices to reduce errors, speed processing, and maintain defensible consent records.

Standardize the Form

Use a single standardized release with clear purpose and scope language. Standardization reduces reviewer confusion and simplifies vendor mapping while ensuring consistent consents across hires and job classes.

Validate Identifiers

Verify license number and issuing state against a government ID before submission. This reduces vendor rejections and avoids delayed screening decisions.

Log Every Request

Record who requested the MVR, the date, and the recipient. A complete request log supports audits and demonstrates consistent application of screening policies.

Limit Distribution

Store MVRs in a secure HR system and restrict access to need-to-know staff to minimize privacy exposure and legal risk.

How to amend or update an MVR Release

When details change or additional consent is needed, follow a simple amendment and reconsent process.

01

Identify Change:

Pinpoint the field(s) that require update, such as license number or consent scope.

02

Prepare Amendment:

Create a short amendment referencing the original release by date and employee name.

03

Obtain Reconsent:

Have the employee sign and date the amendment using the same authentication level as the original.

04

Submit to Vendor:

Resend corrected identifiers to the DMV or vendor with a note referencing the amendment.

05

Archive Records:

Store the amendment with the original release and update retention metadata.

06

Review Policy:

Periodically review amendment frequency to see if form design improvements are needed.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now