A driving-for-work policy sets out what an organisation expects of employees who drive on its behalf, and what it commits to in return. The most common weakness is not absence but disconnection: a policy that describes arrangements nobody follows is arguably worse than no policy, because it documents a gap.
Sections a policy commonly covers
Scope
Who it applies to and which vehicles it covers — company vehicles, employees’ own vehicles used for work, hire vehicles and cash-allowance vehicles. It is also worth being clear about commuting: HSE guidance notes commuting is not generally classified as driving for work, with the exception of a journey from home to a location that is not the employee’s normal place of work.
Driver requirements
Licence entitlement and how it is checked and re-checked, eyesight, the obligation to declare relevant medical conditions or medication, the obligation to report endorsements or disqualification, and any assessment or development expectations.
Vehicle standards
Daily checks, servicing and MOT expectations, defect reporting, loading and payload, and the standards applying to employees’ own vehicles including business-use insurance.
Journey planning
Distance and hours expectations, rest breaks, the position on adverse weather, and who has authority to reschedule.
Behaviour while driving
Mobile phones and hands-free use, in-vehicle systems, satellite navigation, eating and drinking, smoking, alcohol and drugs, passengers, and the expectation to comply with road traffic law and The Highway Code.
Incidents
What to do at the scene, what to report and to whom, timescales, and what happens afterwards — including when a practical reassessment may be arranged.
Review
Who owns the policy, how often it is reviewed, and what triggers an earlier review — a change in vehicle type, a significant incident, or a change in the driving population.
Making it real
- Record acknowledgement, rather than assuming distribution equals awareness.
- Reissue when it changes, and cover it at induction for anyone newly authorised to drive.
- Keep it short enough to be read by someone whose main job is not driving.
- Check periodically that what it describes is what happens in practice.
Please note
Information on this website is provided for general informational purposes and does not constitute legal advice. For advice on your organisation’s specific duties, consult a qualified health and safety practitioner or legal adviser and refer to current HSE guidance.