Driving Policy Statement
Last Updated Ferbuary 2026:
What this policy covers
This outlines the Company's expectations and your responsibilities when driving either a
vehicle provided by the Company or your own vehicle for business purposes.
It also highlights the actions that you must take to ensure you drive safely and the
procedures you must follow in the event of an accident. In addition, it sets out the
circumstances in which the Company can recover related costs if you are responsible for an
accident or damage to a vehicle provided by the Company.
Your responsibilities
It is your responsibility to ensure that you are familiar with the procedures and that you
understand your responsibilities when using a vehicle for business purposes to ensure the
vehicle is roadworthy and does not pose a risk to other users. You are also responsible for
ensuring your health and safety and that of your passengers and/or other road users.
Driving whilst carrying out your duties
To be permitted to drive as part of your duties, you must hold a full and valid driving licence
that permits you to drive in the UK.
Prior to driving for business purposes, you are responsible for ensuring that your vehicle is
roadworthy. You may also be responsible for completing any checklist relating to the vehicle
as instructed by management. Under no circumstances should you drive a vehicle that is not
roadworthy, does not have a valid MOT or is illegal to drive.
You are required to drive in a safe, lawful and efficient manner, paying due regard to all
traffic and weather conditions. You must use the most direct route when carrying out your
duties and you should advise management of any problems or delays that could affect the
scheduling for that day.
You must normally be at least 25 years old to be permitted to drive a vehicle belonging to the
Company unless otherwise authorised by management.
Mobile phones and driving
Never use a hand-held or hands-free phone or programme any other mobile device, while
driving.
You should divert your phone to voicemail so that messages can be left while you are driving
and picked up when it is safe to do so.
Seat Belts and Speed Limits
Always obey the speed limit and wear a seat belt.
Driving under the influence of alcohol or drugs
You must not drive a vehicle while you are under the influence of alcohol, illegal drugs or
prescribed drugs if the prescribed drug has any potential effect on your fitness to drive.
Medical Fitness
Any health changes affecting ability to operate vehicles must be immediately reported to the
Operations Manager.
Fatigue
Fatigue is a potential risk while driving and the company has developed and implemented
working hours and travel time policies and procedures which must be complied with at all
times during the use of vehicles.
Non-Smoking Policy
Smoking in company vehicles is prohibited at all times.
Conduct whilst driving
Most company vehicles display the company logo, therefore professional conduct is
paramount whilst in charge of company vehicle, as you act as ambassador for the company.
Company vehicles
Any entitlement to drive a vehicle provided by the Company and any provision in respect of
payment of private mileage will be set out in your Contract of Employment.
You are not authorised to permit anyone else to drive a vehicle provided by the Company
without prior approval from your manager. You are not permitted to carry passengers in
Company vehicles except for employees of the Company, unless otherwise agreed with
management.
If you are absent from work for any reason, the Company reserves the right to require you to
make your Company vehicle available for business use by other employees.
The safety and security of the vehicle, passengers or loads are your responsibility and you
must always lock and alarm the vehicle when you leave it unattended, ensuring company
property is not visible.
You must wash and clean your Company vehicle, both inside and outside, as often as is
necessary to maintain a smart professional image. Failure to comply may result in the
Company arranging for the vehicle to be valeted and deducting the associated costs from
your pay.
Vehicle fuel should only be purchased by means of a fuel card supplied by the company
unless prior approval has been obtained from management.
The Company will normally meet the costs of maintaining and repairing Company vehicles if
those costs arise in the course of normal use of the vehicle.
Please note that any damages incurred to vehicle cracked windscreen etc. must be reported
to management as soon as possible. If damage to a vehicle provided by the Company is
incurred as a result of your negligence or breach of this policy, you will be liable for the total
cost of repairing the vehicle, for paying any insurance excess and/or any increase in
premiums following a claim as a result of damage to a vehicle provided by the Company.
Payments will be deducted from your pay unless an alternative method of payment is agreed
with management
Using your own vehicle when carrying out your duties
If you use your own vehicle when carrying out your duties, it is your responsibility to ensure
that your vehicle is roadworthy and properly taxed and that your vehicle insurance cover
extends to business usage.
The Company rules relating to vehicles and driving also apply if you drive your own vehicle at
any time for the purpose of undertaking your duties You must read, understand and follow
these rules.
Vehicle tracking
You should be aware that all vehicles provided by the Company may be fitted with a tracking
system that allows the Company to locate vehicles provided by the Company at any time and
to analyse its use.
Interference with the tracking unit is viewed as a gross misconduct offence and will result in
disciplinary action up to and including dismissal without notice.
You should be aware that data obtained from the tracking system will be analysed and may
be used in any disciplinary proceedings.
Should evidence of inappropriate use of the vehicle whilst undertaking your duties is
obtained disciplinary action may be taken against you.
Procedures
Providing your driving licence details
If you drive a vehicle on business, you must submit up-to-date copies of your driving licence
to the Company every year. You must also notify your manager whenever there is any
change to the details on your driving licence, such as the addition of penalty points or
disqualification.
The paper counterpart to the photo-card driving licence is no longer valid and was replaced
by an online service applicable to GB driving licences only.
As your employer we shall check driving licence details periodically which will be carried out
through the DVLA online and your assistance will be sought by granting permission for such
checks.
As individuals you can now go to the DVLA website and generate a check code which drivers
can pass on to employers where necessary to permit checks to take place.
Accidents and damage
If you are involved in an accident in a vehicle provided by the Company, you are responsible
for obtaining the full contact and insurance details of any third party and any witnesses to the
incident.
You must immediately report to management all damage to the Company's vehicle. The
Company will require you to provide a full written report of the circumstances in which the
vehicle was damaged.
At the Scene of an Accident
Note down a detailed description of what happened collection as much information as
possible at the scene including photographs
Below is an assist for collecting details:
Scene – date, time, location, weather conditions, traffic conditions, road markings, signs and
signals
Vehicles – make, model, registration number, colour, condition, estimated speed, direction
of travel, use of lights/indicators, number of passengers, pedestrians, other witnesses and
details of any Police Officers involved
Damage – description of damage to vehicles/property and any injuries to people involved
People – contact details, description/distinguishing features of driver(s), contact number of
passengers
Driving offences
If you are charged with, or convicted of, a driving offence, or if your driving licence is
endorsed, you must report this fact to your manager at the earliest opportunity and, in any
event, within 24-hours.
Driving-related fines are your responsibility, whether or not they were incurred in the course
of undertaking your duties for the Company, and you must pay these as soon as is
reasonably practicable. If you fail to pay a driving-related fine, and the Company pays it on
your behalf, the Company will deduct the cost of paying this fine from your pay.
If you are disqualified from driving, and you are required to drive for all or a significant
proportion of your job, the Company reserves the right to terminate your employment.
Breach of this policy
If you breach this policy or the procedures to be followed, this may result in disciplinary
action, up to and including dismissal without notice.
________________
Donald McCulloch
Managing Director