Road and Vehicle Policy / Procedure

Last Reviewed: 26/03/2026

Next Review Date: 26/03/2028

Purpose

The purpose of this policy and procedure is to ensure that employees who drive on company business do so safely, legally, and in a manner that protects themselves, passengers, other road users, company property, and the reputation of the Company.

This policy supports the Company’s Health and Safety Policy and forms part of the Company’s arrangements for managing work-related road safety.

Scope

This policy applies to:

employees driving company vehicles
employees driving on company business
employees using privately owned vehicles for work purposes, where authorised

It applies to:

work-related journeys
travel between work locations
site attendance
surveys
installs / de-installs / repairs
training visits
any other authorised driving undertaken on behalf of the Company

General Principles

Driving for work is a work activity and must be managed in the same way as other health and safety risks.

Employees driving on company business must:

hold a full and valid driving licence for the vehicle category being driven
be medically fit to drive
comply with road traffic law and the Highway Code
drive safely and responsibly at all times
only drive vehicles that are roadworthy and suitable for use
stop work-related driving where conditions make it unsafe to continue

HSE says employers should make sure drivers are safe, journeys are planned and managed, and vehicles are maintained in a safe and fit condition. (hse.gov.uk) (hse.gov.uk)

Responsibilities

Management

Management is responsible for:

ensuring suitable arrangements are in place for work-related road safety
carrying out and recording driving licence checks
ensuring company vehicles are maintained, insured, taxed, and MOT compliant where applicable
ensuring drivers are provided with information, instruction, and training where required
reviewing reported defects, incidents, and concerns
ensuring vehicle check arrangements are in place and monitored

Employees / Drivers

Drivers are responsible for:

complying with this policy and all road traffic laws
driving safely and responsibly
carrying out required pre-use vehicle checks
reporting defects, incidents, damage, penalty points, and relevant changes in circumstances promptly
ensuring loads are safe and secure
taking suitable breaks and not driving when unfit, fatigued, or impaired
keeping vehicles in a safe, secure, and reasonably clean condition

Driving Licence Checks

Any employee who drives on company business must hold a full and valid driving licence covering the required vehicle category.

Licence checks will be carried out before authorisation to drive company vehicles is granted, and at suitable intervals thereafter, or more frequently where circumstances require.

Employees must immediately inform their manager of:

any endorsements or penalty points
any driving disqualification or restriction
any change in licence status
any medical condition or medication that may affect safe driving

Drivers must also notify DVLA of any medical condition where legally required. GOV.UK states drivers must tell DVLA about some medical conditions that affect safe driving. (gov.uk)

Fitness to Drive

Employees must not drive for work if they are unfit to do so.

This includes where driving may be affected by:

fatigue
illness
injury
alcohol
drugs
prescribed or over-the-counter medication
eyesight problems or other medical conditions

If glasses or contact lenses are required for driving, they must be worn.

Vehicle Checks and Defect Reporting

Drivers must ensure vehicles are roadworthy before use.

Pre-use vehicle checks must be completed in accordance with the Company’s current arrangements. For operational staff, vehicle checks must be completed through the Vibe app before progressing in the app and prior to leaving base.

Any defect, warning light, damage, or concern affecting safety or roadworthiness must be reported immediately.

A vehicle must not be driven if it is defective or unsafe.

HSE says workers must do vehicle checks and vehicles must be kept serviced, insured, and with a valid MOT. (hse.gov.uk)

Vehicle Maintenance

The Company will ensure company vehicles are maintained in a safe and roadworthy condition.

This includes, where applicable:

servicing
MOT
road tax
insurance
repairs
breakdown cover

Drivers must cooperate with arrangements for servicing, MOT, repairs, and inspections.

Incidents and Damage

All vehicle incidents, damage, and near misses involving company business must be reported as soon as possible.

Drivers must:

stop where safe and lawful to do so
follow legal obligations at the scene
seek emergency assistance where needed
report the incident to management as soon as practicable
complete the required company reporting forms and provide relevant details, including photographs where possible

The police lead investigations into road traffic incidents on public roads. (hse.gov.uk)

Breakdown Safety

In the event of a breakdown or incident, drivers should try to reach a place of relative safety where possible.

If on a motorway or high-speed road and it is safe to do so, drivers and passengers should leave the vehicle by the left-hand side and move to a safe place away from traffic. If it is not safe to leave the vehicle, occupants should remain seatbelted with hazard lights on and call 999 if in immediate danger. This reflects current Highway Code / GOV.UK guidance. (gov.uk) (gov.uk)

Drivers must also inform their manager as soon as practicable.

Mobile Phones and Distractions

Use of a handheld mobile phone while driving is prohibited.

Drivers must not allow calls, devices, or other distractions to impair safe driving.

Fatigue and Journey Planning

Journeys must be planned and managed so far as reasonably practicable to reduce risk.

Drivers must:

allow adequate time for the journey
consider weather and route conditions
take suitable rest breaks
stop if feeling too tired to continue safely

HSE says employers should plan and manage journeys, including timing, distance, and weather. (hse.gov.uk)

Loads and Security

Drivers must ensure that any load carried is safe, suitable, and secured so that it does not create a risk to the driver or other road users.

Vehicles must be locked when unattended and company property must be kept secure.

Privately Owned Vehicles Used for Work

Where an employee is authorised to use their own vehicle for work purposes, they must ensure that the vehicle is:

roadworthy
insured for business use where required
taxed
MOT compliant where applicable

Evidence may be requested by the Company.

Monitoring and Review

Compliance with this policy will be monitored through:

driving licence checks
vehicle check records
defect reporting
incident reporting
maintenance records
supervision and management review

This policy and related arrangements must be reviewed where work activities, vehicle use, systems, incidents, or legal requirements change.

Records

The Company will maintain records as appropriate, including:

driving licence check records
driver authorisation records
vehicle check records
maintenance, MOT, tax, and insurance records
incident and damage records
training and briefing records

These may be maintained through the Company’s Monday.com system, Vibe app, and supporting documentation.