Free HGV driver handbook template

A driver handbook sets out, in one place, what you expect of your drivers and how they keep themselves, your vehicles and the public safe. Our free template HGV Driver Handbook gives you a professional starting point: simply change the company name and you are ready to go. We strongly advise commissioning a bespoke handbook tailored to your operation, but this template covers the essentials every operator should put in writing.

Vehicle operation best practice

The handbook opens by framing every driver as an ambassador for the business and sets clear expectations for professionalism on and off the road. It then covers the practical fundamentals:

• Pre-trip inspection — check tyre pressure, oil levels and brake efficiency, and inspect lights, indicators and reflective markings before each journey. This daily walk-round underpins your maintenance and roadworthiness system.
• Safe loading — use load restraints for even weight distribution and re-check the load during long journeys.
• Defensive driving — maintain a safe following distance and stay extra vigilant in adverse weather.
• Speed and fuel efficiency — respect speed limits, including the specific limits for HGVs, and drive smoothly to save fuel and reduce wear.

Compliance with regulations

A clear handbook reinforces the legal rules drivers must follow every day:

• Tachograph rules — accurately record driving time, breaks and rest periods, and operate the digital tachograph correctly. Our guide to tachographs and tachograph rules explains the detail.
• Working Time Directive — observe maximum weekly working hours, covering driving and other duties.
• Load security — follow the guidelines for securing goods using appropriate restraints.
• Low bridges — use HGV-specific GPS with height restrictions, watch for warning signs and display the vehicle height prominently.

The template includes a pre-journey compliance checklist so nothing is missed: a full pre-trip inspection, valid licence and documents, any route permits, and scheduled maintenance.

Driver well-being and personal safety

Safe driving depends on healthy, rested drivers. The handbook encourages prioritising rest breaks, a healthy diet and hydration, managing stress, choosing secure parking, keeping the cab locked, and adjusting the seat ergonomically with regular stretching during breaks. It also points drivers to company resources such as counselling, and recommends keeping a well-stocked emergency kit in the vehicle.

Incidents, theft and device use

Clear procedures matter most under pressure. The template sets out step-by-step guidance for road accidents (secure the scene, call 999 if needed, exchange details, report to the company and photograph the scene), theft prevention and response, and contingency planning for closures, weather and long deliveries. It also defines strict rules on mobile and electronic devices: hands-free only while driving, pull over for non-emergency use, pre-set navigation routes, and an absolute ban on texting or browsing at the wheel.

Make it your own — or let us tailor it

This template is a solid foundation, but every operation is different. We strongly recommend commissioning a bespoke handbook that reflects your vehicles, routes, contracts and policies — it carries far more weight with drivers and at a Public Inquiry than a generic document. To have us draft a tailored handbook, or for help embedding it into your wider compliance systems with an external transport manager, get in touch.