Confirming that an employee holds the right entitlement for the vehicle they drive is one of the simplest controls an employer can apply. It is also one of the most common places where arrangements are incomplete — typically because a check was carried out once at recruitment and never repeated.
What to confirm
- Entitlement for the category of vehicle the employee actually drives, including any towing.
- Whether the licence is valid and current, including photocard expiry.
- Any endorsements, penalty points or restrictions.
- Where relevant, whether the employee has notified any condition affecting their driving.
How checks are made
GOV.UK provides services that allow a driver to view and share their licence information, and allow an employer to check a driver’s licence information with the driver’s permission using a check code. Some organisations use a third-party licence checking provider that automates the process across a driving population.
How often
There is no single prescribed frequency for every employer. Organisations commonly set a risk-based cycle — for example annually for most drivers, more frequently where endorsements are recorded, and immediately when an employee reports a change. What matters is that the frequency is decided deliberately, applied consistently and recorded.
What to record
A record showing when a check was made, what it confirmed and who made it is what allows an organisation to demonstrate the arrangement exists. A self-declaration alone is weaker evidence, although it remains useful alongside a check.
What a licence check cannot tell you
A clean licence confirms entitlement and the absence of recorded endorsements. It does not describe how someone drives. That is the specific gap practical assessment addresses, which is why the two are usually treated as complementary rather than alternatives.
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.