Is notarization required for every state?

No. Notarization requirements differ by state. Some states accept a signed authorization without notarization; others or certain vendors may request notarization or RON. Check the target state’s DMV or notary rules before ordering an MVR.

What happens if the DMV rejects the request?

If the DMV rejects a request, common causes include mismatched name or DOB, incomplete license data, or missing signature. Correct the form, obtain any required notarization, and resubmit. Keep rejection notices for the audit trail and follow internal dispute procedures.

How long should we keep the signed authorization?

Retain the signed authorization for the active period plus a reasonable post-termination period consistent with applicable laws — commonly at least three years; healthcare-linked records may require six years under 45 CFR §164.530(j). Consult counsel for specific retention rules.

Can an employer order an MVR without consent?

No. Employers generally must obtain a signed authorization before ordering an MVR. For consumer reports used in employment decisions, FCRA procedures apply, including adverse action notice requirements.

What if the signer’s name has changed?

If a signer uses a different name than the DMV record (for example, after marriage), provide supporting identity documentation and note any previous names on the authorization to help the DMV match records.

Electronic Signature
Templates
Miscellaneous
Vehicle MVR Authorization

Vehicle MVR Authorization

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

VEHICLE MVR AUTHORIZATION AND SERVICE AGREEMENT

This Vehicle MVR Authorization and Service Agreement ("Agreement") is entered into as of the date signed below between Requester Name: with principal address:

Requester Address:

and Service Provider: (collectively, the "Parties").

RECITALS

WHEREAS, Requester requires motor vehicle record information (MVR) for the purpose of driver qualification, fleet risk assessment, insurance underwriting, or other legitimate business purposes defined below; and

WHEREAS, Service Provider maintains lawful access to motor vehicle records and is capable of obtaining, compiling and delivering such records in accordance with applicable law; and

WHEREAS, Driver/Applicant (the individual whose records are sought) provides informed consent for the release and use of their motor vehicle records as set forth herein.

DRIVER / APPLICANT INFORMATION

Full Legal Name: Driver's License Number:

State of License Issuance: Date of Birth:

Current Address:

SCOPE OF WORK

Service Provider will obtain, review and deliver to Requester the motor vehicle record(s) and related driving history information for the Driver identified above. Records obtained may include, but are not limited to: driving status, convictions, accidents, suspensions, revocations, and other entries contained in official state motor vehicle databases. Service Provider will conduct the retrieval and provide an electronic or printed report to Requester consistent with applicable law and industry practice.

Detailed Scope / Special Instructions:

AUTHORIZATION AND CONSENT

Driver hereby authorizes Service Provider and Requester, and their agents, to obtain Motor Vehicle Records and driving history information for purposes of driver qualification, safety screening, insurance review, regulatory compliance, or other legitimate business purposes. Driver certifies that the information provided in this Agreement is true and correct and authorizes release of records to Requester.

Driver further acknowledges that the MVR may be used in whole or in part in decisions related to employment, contracting, insurance coverage, continued qualification to operate vehicles, or other business determinations. Driver waives any claim against Service Provider arising from the procurement or delivery of MVRs where Service Provider acts in accordance with this Agreement and applicable law.

Purpose of Request (check applicable):

Employment / Hiring Insurance Underwriting Fleet Management Regulatory Compliance Other (specify):

PAYMENT TERMS

Requester shall pay Service Provider fees for retrieval and processing of MVRs as follows:

Fee per MVR: Payment Schedule / Terms: Late Fee:

TERM AND TERMINATION

This Agreement commences on Start Date: and continues until End Date: unless earlier terminated in accordance with this section.

Either Party may terminate this Agreement for convenience by providing written notice to the other Party at least Notice Period (days): days prior to termination. Termination shall not affect any obligations accrued prior to termination, including payment for services rendered.

CONFIDENTIALITY

Each Party shall maintain as confidential and not disclose to any third party any non-public information received from the other Party in connection with this Agreement, including MVR content, personal identification details, and related reports, except as required by law or with the prior written consent of the disclosing Party. Confidential information shall be used solely for the purposes authorized herein.

COMPLIANCE AND REPRESENTATIONS

Service Provider represents that it will obtain MVRs in compliance with all applicable statutes and regulations and will use lawful means to access state motor vehicle record systems. Requester represents that it will use MVRs only for legitimate business purposes and in compliance with applicable privacy and consumer protection laws. Driver represents that all information provided in this Agreement is true and correct.

INDEMNIFICATION

Each Party agrees to indemnify, defend and hold harmless the other Party from and against any and all claims, losses, liabilities, damages, costs and expenses (including reasonable attorneys' fees) arising from the indemnifying Party's breach of this Agreement or its negligent or willful acts or omissions in connection with performance under this Agreement.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to conflict of law principles.

ENTIRE AGREEMENT

This Agreement constitutes the entire understanding between the Parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, representations and understandings, whether oral or written. Any amendment or modification must be in writing and signed by both Parties.

ACKNOWLEDGMENT AND CERTIFICATION

By signing below, Driver certifies under penalty of perjury that the information provided herein is true and correct, authorizes Service Provider and Requester to obtain the Driver's motor vehicle records, and acknowledges receipt of any required disclosures related to the procurement and use of such records.

Requester / Company (Print Name):

By (Authorized Signatory):

Date:

Driver / Applicant (Print Name):

Signature:

Date:

What a Vehicle MVR Authorization Is

A Vehicle MVR Authorization is a written consent that allows a company, employer, insurer, or authorized agent to request and receive a Motor Vehicle Record (MVR) from a state motor vehicle department on behalf of an individual. The form typically identifies the requester, specifies the scope of the requested driving history, and records the individual's signature and the effective date. In interstate and online contexts this authorization may be executed electronically under ESIGN (15 U.S.C. ch. 96) or UETA where adopted, provided the method demonstrates signer intent, consent, attribution, and retention.

Why a Clear Authorization Matters

A properly completed Vehicle MVR Authorization documents permission to access driving history, reduces legal risk, and preserves the requester’s ability to comply with FCRA and state privacy rules while allowing efficient background checks.

Who Typically Completes This Authorization

Individuals also sign to confirm consent; the form protects both the requester and subject by documenting scope and purpose for the MVR request.

Insurance companies conducting underwriting and claims reviews.
Employers performing pre-hire or ongoing driver safety screening.
Rental companies and fleet operators checking driving histories.

Primary Signers and Roles

Applicant / Driver

The individual whose driving record is requested. Must provide full legal name, date of birth, driver license number, and signature; accuracy is essential to match DMV records and avoid request rejection.

Requesting Agent

The employer, insurer, or vendor ordering the MVR. Should supply business name, contact information, reason for request, and an authorized representative signature or electronic consent method documented in the request log.

Essential Data Elements

Full Name: As on ID

Date of Birth: MM/DD/YYYY

Driver License: State + number

Consent Scope: Record date range

Purpose: Employment/Insurance

Signature: Handwritten or e-sign

Common Preparation Errors to Avoid

Entering a nickname or partial legal name that does not match DMV records, causing delays or returned requests.
Omitting the driver license state code or using an expired license number, which prevents record matching.
Failing to specify the precise date range or purpose, resulting in incomplete or broader-than-intended records.
Using an unsigned or undated authorization, which many state DMVs will not accept for MVR release.

How to Complete a Vehicle MVR Authorization

Follow these steps to complete a compliant, usable authorization for an MVR request.

01

Collect identity: Record full legal name, DOB, and license details.
02

Specify scope: State the date range and record types requested.
03

State purpose: Indicate employment, insurance, or other lawful reason.
04

Sign and date: Obtain handwritten or e-signature and date of execution.

Customizing Online Workflows for MVR Requests

Configure a digital workflow that collects required fields, enforces validation, and preserves an audit trail for compliance.

Field	Validation rule
Full Legal Name	Required; no digits allowed
Driver License Number	Required; alphanumeric
Date of Birth	Required; MM/DD/YYYY format
Signature Field	Require signer authentication

Technical Considerations for eSigning and Submission

Ensure the solution preserves IP, timestamps, and signed copies for the retention period required by applicable law or internal policy.

File formats: PDF and DOCX supported
Authentication: Email, SMS, or stronger methods
Integrations: Connect to HR or background-check systems

Where the Authorization Goes and How Records Travel

After signing, route the authorization to the entity that will order the MVR and keep a recorded copy for compliance and audit purposes.

Requestor submits: Requesting agent sends authorization with MVR order.
DMV processes: State DMV validates identity and releases the MVR.
Recipient stores: Store signed authorization and MVR per retention policy.
Audit trail: Keep logs showing signature time, IP, and signer identity.

Typical Timelines and Time-Sensitive Deadlines

Processing times and action deadlines vary; track state DMV response windows and any internal review timelines.

Request Submission Window:

Submit authorization before desired effective date for screening.

DMV Response Time:

Often 1–10 business days depending on state backlog.

Employment Decision Timing:

Adhere to FCRA notice/authorization timelines for adverse actions.

Re-signed Authorizations:

Get new consent if more than 30–90 days old, per employer policy.

Record Retention Start:

Retention begins on the date the authorization was executed.

Key Milestones in an MVR Request

Track these sequential milestones to ensure lawful ordering and timely review of MVRs.

01

Authorization Execution

Signer completes and dates the authorization form.

02

Order Placed with DMV

Requestor submits the MVR order to the DMV or vendor.

03

MVR Delivery

DMV or vendor returns the driving record to the requester.

04

Decision and Documentation

Requester documents review outcome and retains copies.

Pricing Comparison for eSignature Options

Compare common plan criteria for electronic signature platforms; signNow appears first per vendor ordering rules.

	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 free trial, no card	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Risks and Consequences of Improper Authorization

FCRA Noncompliance: Legal exposure

DMV Rejection: Request denial

Data Privacy Breach: Regulatory fines

Employment Liability: Wrongful decisions

Audit Findings: Recordkeeping issues

Delayed Hiring: Operational costs

Practical Tips for Accurate and Efficient Authorizations

Adopt consistent templates and digital checks to reduce errors, speed processing, and maintain legally defensible records.

Use validated fields

Enforce exact-format inputs for driver license and DOB to reduce DMV rejections and speed automated matching.

Limit scope

Request only the date range and record types necessary for the business purpose to minimize privacy risk.

Document consent

Preserve a signed copy and an audit trail showing signer identity, timestamp, and method (e.g., email+SMS code).

Review state rules

Check whether the state requires notarization, witness, or a specific disclosure before ordering an MVR.

Example Uses of a Vehicle MVR Authorization

These short scenarios illustrate typical situations where an MVR authorization is required.

Insurance Underwriting

A new applicant provides signed authorization for underwriting

The insurer requests a three-year driving history
The insurer retains the authorization and MVR in the underwriting file for compliance and future claims review.

Commercial Driver Screening

A trucking company collects authorizations during onboarding

The company orders MVRs to meet DOT safety standards
Signed forms are stored for the employment term plus the required retention period for audits.

Key Parts of a Professional MVR Authorization

A professional form balances clear identity fields, a narrowly defined scope, and explicit consent language to ensure acceptance by DMVs and legal defensibility.

Identification

Full legal name, DOB, license state and number to ensure accurate DMV matching.

Scope of Records

Specify date range and specific record types (accidents, violations, suspensions).

Purpose Statement

Clearly state employment, insurance, or other lawful purpose for the request.

Consent Language

Unambiguous authorization to disclose records to the requester.

Signature Block

Handwritten or e-signed signature with date and printed name.

Retention Notice

Statement describing how long the requester will retain the authorization and MVR.

Frequently Asked Questions About Vehicle MVR Authorizations

Answers to common questions about form validity, electronic signing, and state requirements when ordering a Motor Vehicle Record.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted if the method demonstrates signer intent, consent, attribution, and retention. Verify state DMV acceptance for e-signed authorizations before relying on e-signatures for particular jurisdictions.
Is notarization required for every state?
No. Notarization requirements differ by state. Some states accept a signed authorization without notarization; others or certain vendors may request notarization or RON. Check the target state’s DMV or notary rules before ordering an MVR.
What happens if the DMV rejects the request?
If the DMV rejects a request, common causes include mismatched name or DOB, incomplete license data, or missing signature. Correct the form, obtain any required notarization, and resubmit. Keep rejection notices for the audit trail and follow internal dispute procedures.
How long should we keep the signed authorization?
Retain the signed authorization for the active period plus a reasonable post-termination period consistent with applicable laws — commonly at least three years; healthcare-linked records may require six years under 45 CFR §164.530(j). Consult counsel for specific retention rules.
Can an employer order an MVR without consent?
No. Employers generally must obtain a signed authorization before ordering an MVR. For consumer reports used in employment decisions, FCRA procedures apply, including adverse action notice requirements.
What if the signer’s name has changed?
If a signer uses a different name than the DMV record (for example, after marriage), provide supporting identity documentation and note any previous names on the authorization to help the DMV match records.

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