Background Checks for Transportation Companies

Transportation Background Checks Are Federally Regulated

For motor carriers regulated by the FMCSA, background screening isn't just a best practice — it's a federal requirement. The regulations under 49 CFR Part 391 define exactly what must be collected and verified before a commercial driver can be placed behind the wheel.

Required Components Under 49 CFR Part 391

Employment History (10 Years)

Motor carriers must investigate the employment history of each CDL driver for the past 10 years — significantly longer than the standard 7-year lookback for most positions. This includes contacting each previous motor carrier employer to ask specifically about:

• General employment dates and positions held
• Whether the driver was involved in any accidents during employment
• Whether the driver was subject to alcohol or drug testing violations under DOT regulations
• Whether the driver had any positive drug or alcohol tests, or refused to test

Motor Vehicle Record (MVR)

An MVR must be obtained from every state where the driver has held a CDL or commercial learner's permit in the past 3 years. Not just the state where they currently hold their license — every state.

DOT Drug and Alcohol Clearinghouse

Since 2020, all FMCSA-regulated employers must query the FMCSA Drug and Alcohol Clearinghouse before hiring a CDL driver. The Clearinghouse contains records of DOT drug and alcohol violations. A driver with an unresolved violation cannot be placed in a safety-sensitive function.

Pre-Employment Drug Test

A DOT pre-employment drug test (urine, 5-panel) is required before a CDL driver can operate a commercial motor vehicle. The test must be conducted through a DOT-compliant collection site and analyzed by a SAMHSA-certified laboratory.

Road Test or Certificate

A road test or a valid certificate from a previous employer is required before a driver operates a CMV.

What About Non-CDL Transportation Workers?

For employees who drive company vehicles but are not CDL holders — delivery drivers, technicians, field service workers — the DOT regulations don't apply, but a thorough background check is still essential. At minimum:

• Motor vehicle record check
• Criminal history search
• Employment verification

Common Mistakes Transportation Employers Make

1. Not querying the Clearinghouse: This is a federal requirement, not optional
2. Only pulling one state MVR: You must cover all states where the driver held a license in the past 3 years
3. Not verifying the full 10-year employment history: Most civilian background checks only go back 7 years
4. Missing the annual MVR requirement: CDL drivers must have their MVR reviewed annually
5. Inadequate DQ file documentation: Driver Qualification files must contain specific documents and be maintained properly

At Do It Right Screening, we specialize in DOT-compliant driver screening packages and driver qualification file management. Contact us to build a compliant program for your fleet.