While many businesses implement comprehensive Health and Safety procedures, few have policies to address driving-related risks specifically. It’s crucial for companies to understand, assess and manage this hazard. In 2022 alone, 29,000 people were killed or seriously injured on UK roads, with a third of these collisions involving an ‘at-work’ driver.
Without a doubt, failing to manage this risk effectively can have disastrous repercussions, harming your drivers, other road users and, ultimately, your company’s reputation.
In this guide, we explain what a ‘Driving for Work’ policy is, who needs one and why, what your policy should include and how to keep it up-to-date.
What is a ‘Driving for Work’ policy?
A ‘Driving for Work’ policy is a document that sets out how your business manages the risks associated with driving for or at work. It outlines the driver’s responsibilities, the business’ responsibilities, safe driving practices and vehicle checks that should be completed regularly. The aim of the document is to minimise road risk and maximise driver safety.
Who needs a ‘Driving for Work’ policy?
Every organisation that employs people to drive for work purposes needs to have a ‘Driving for Work’ policy. This includes employees who drive for work irregularly, such as when travelling between sites, as well as those who use a private vehicle – often referred to as grey fleet drivers.
Why do I need a ‘Driving for Work’ policy?
It’s a legal requirement. According to the 1974 Health and Safety Act, employers have a moral and legal obligation to protect the health and safety of their employees. Vehicles, when driven for work purposes, are an extension of the workplace, and as a result, need to be considered in your policies and procedures.
What are the benefits of a ‘Driving for Work’ policy?
Aside from fulfilling your legal duties and protecting employee welfare, introducing a ‘Driving for Work’ policy will have a measurable impact on your business performance too. Managing road risks effectively can help to reduce collisions, cut fuel costs, lower emissions, shrink insurance premiums and decrease maintenance costs. All while reassuring your employees that their safety is a priority for your business.
What should be included in a ‘Driving for Work’ policy?
A ‘Driving for Work’ policy should clearly outline the standards required of the driver, the journey and the vehicle. Driving for Better Business have created a ‘Template Builder’ to help you write a legally sound and compliant policy. However, the policy should generally include key sections to ensure it is comprehensive and effective.
Policy statement
The policy should include a ‘Policy Statement’ that outlines why the policy exists and what it aims to achieve. This will help drivers and other stakeholders in your business to understand why it is important and how it aligns with your company’s values. The statement will also help to establish accountability, defining the responsibilities of the employer and the employee.
Driver management
The policy should also include a section on ‘Driver management.’ This section should highlight the driver’s responsibilities and any disciplinary actions for non-compliance. It should cover rules and procedures around driving license checks, driver training programmes, medical conditions, and fitness to drive.
Vehicle management
You should also document your organisation’s vehicle maintenance rules and routines in your ‘Driving for Work’ policy. This should outline the responsibilities of the driver and the responsibilities of the business when it comes to vehicle care.
Business responsibilities might include:
- Training drivers to identify and report vehicle defects, load safely and secure their vehicle
- Putting systems in place to manage vehicle defects
- Making sure daily checks and defect reports are completed
Driver responsibilities might include:
- Participating in driver training programmes around vehicle care
- Completing daily vehicle checks
- Reporting vehicle issues in compliance with company procedures
When writing the ‘vehicle management’ section, particular attention should be paid to the vehicle checks drivers should complete before every journey – and why these checks matter. Pre-use inspections will reduce the risk of breakdowns, downtime, and additional costs while also keeping your fleet and other road users safe.
You should include the following tyre checks in the policy, including clear guidance on how and when to complete them:
- Check the condition of the tyres, looking for lumps, bumps and bulges and removing debris.
- Check the tyres are inflated to the correct pressure.
- Check each tyre’s tread depth to ensure it is above the legal minimum of 1.6mm.
The policy should also outline the checks that need to be completed on each vehicle’s lights and indicators, windows and mirrors, oils and lubricants, and trailers where relevant.
Did you know: There were 324 billion vehicle miles recorded on UK roads in 2022, and light commercial vehicles accounted for 57.5 billion of those miles! High-mileage vehicles are more susceptible to wear and tear and pre-journey checks are essential in preventing dangerous and costly issues.
Journey management
The ‘’Journey management’ section should outline your company’s rules and expectations around mobile phone use, fines, penalties, driving standards, distracted driving, collisions and breakdowns.
Grey fleet drivers
Lastly, your policy should include a section dedicated to “grey fleet drivers.” Companies have a legal responsibility to protect the health and welfare of employees who use their own vehicles for work purposes. So, it is important to document how these drivers, vehicles and journeys are assessed and managed, and that this is to the same standard as drivers of company cars and vans.
Keeping your ‘Driving for Work’ policy up to date
It’s important to regularly review your company’s ‘Driving for Work’ policy to ensure it is up-to-date and compliant. You should check it aligns with recent legislation, official guidance and the highway code. Register for Driving for Better Business Updates to stay informed and to receive reminders to review your policy.
Learn more about staying safe on the road with TyreSafe
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