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Why Driver Licence Checks Are Crucial for Risk Management in Fleet Operations
Zed Aziz
Managing a fleet of vehicles is a complex and highly regulated responsibility. One critical aspect often overlooked is the periodic checking of driver licences. Ensuring that all drivers are qualified, insured, and legally allowed to drive is not just a formality—it’s a core part of risk management for vehicle operators. Failure to do so can have severe consequences for both the driver and the business.
A study by Licence Bureau Ltd revealed that up to 1 in 10 drivers in the UK are driving with a licence that is invalid or has expired. This statistic further emphasises the importance of regular licence validation, as many drivers may not be fully aware of the status of their own documents.
In this blog, we will outline why regular driver licence checks are essential, the risks involved when checks are neglected, and how operators can stay compliant and protect their business.
The Importance of Driver Licence Checks: The Bigger Picture
Accident rate: Statistically, at least 1 in 3 road accidents in the UK involve people driving for work-related purposes.
This means that businesses allowing employees to drive on their behalf face a heightened risk. Accidents do happen, and in many cases, they occur because of human error or lack of proper management. Checks get missed, documents expire, and drivers may even continue driving when they are not legally qualified to do so.
Fatality rate: A large percentage of road fatalities are linked to driving for work, with some studies reporting nearly 30% of deaths occurring in such situations.
For fleet operators, the message is clear: having the correct procedures in place to regularly check driver licences and other essential documents can make the difference between smooth operations and costly disruptions.
The Three Essential Driver Cards
For HGV (Heavy Goods Vehicle) & PSV (Passenger Service Vehicle) drivers, there are three key documents that must be checked regularly:
Driver Licence – Ensures the driver is legally permitted to operate a specific class of vehicle.
Tachograph Card – Used to record driving hours, breaks, and rest periods to ensure compliance with EU regulations.
CPC Card (Certificate of Professional Competence) – Proves that the driver has completed the required training to drive professionally.
Driver Licence Statistics:
According to the Driver and Vehicle Licensing Agency (DVLA), around 9% of UK drivers have penalty points on their licence. This highlights the importance of checking licences regularly, as drivers may accrue points without informing their employer.
The DVSA (Driver and Vehicle Standards Agency) reported that approximately 1.2 million vehicles in the UK are driven for business purposes every day, reinforcing the need for consistent driver licence monitoring across all business fleets.
Each of these documents has its own expiration date and renewal process, and managing them is crucial for fleet operators. A common issue many operators face is drivers notifying them at the last minute about expired or soon-to-expire documents. In worse cases, some drivers may even continue to drive with an expired licence or card without notifying their employer.
The Risks of Non-Compliance
Allowing an unqualified driver to operate a vehicle is a significant risk. If a driver’s licence, tachograph card, or CPC card expires, not only is the driver unable to legally operate the vehicle, but the operator could also face serious legal consequences. These include fines, penalties, or even losing their operator's licence. It can also severely disrupt business operations, resulting in delays, loss of reputation, and unexpected financial costs.
Corporate Manslaughter and Legal Liability
Under the Corporate Manslaughter and Corporate Homicide Act 2007, employers can be held liable for workplace fatalities, including those caused by unqualified or unfit drivers. Failing to conduct proper licence checks and maintain compliance can leave a business exposed to significant legal risks.
According to the Institute of Road Traffic Education, if a driver causes an accident while driving on an expired or invalid licence, both the driver and the operator may face penalties, including fines of up to £1,000 per offence for the operator and potential jail time for the driver.
Any organisation that allows its employees to drive on its behalf must have a structured process for regularly checking the validity, entitlements, and convictions linked to their driving licences. This applies across the board, regardless of the driver’s role or vehicle type. Companies need to prioritise minimising driver risk and improving safety through rigorous licence-checking protocols.
Insurance Risks
Businesses that fail to carry out regular licence checks risk invalidating their insurance policies. According to AXA Insurance, 25% of all business-related vehicle claims are rejected due to non-compliance with fleet safety requirements, including driver licence checks.
The Full Picture: More Than Just a 'Clean' Licence
It’s important to note that a ‘clean’ licence does not always tell the full story. Just because a driver has no penalty points doesn’t necessarily mean they are low risk to your fleet. A clean driving record could hide bad driving habits, such as speeding, poor vehicle handling, or other risky behaviours that haven't yet resulted in formal penalties.
Therefore, a more comprehensive approach to risk management is needed. Regular assessments and checks—looking at driver behaviour, accident history, and other factors—can help uncover underlying risks that a simple licence check might miss.
Establishing a Licence-Checking System
Operators are legally obligated to have a robust system in place for checking the validity of driver licences and related documents. Simply trusting drivers to monitor their own licence status is not enough. You need a formal process to review and record licence checks.
Here are some key factors to consider when setting up a licence-checking regime:
Risk-Based Checking Frequency
Drivers should be categorised by risk level based on various factors, such as penalty points, driving history, and how soon their licence or card is due to expire.Low-risk drivers (e.g., those with no penalty points and documents valid for over six months) may only require checks every quarter.
High-risk drivers (e.g., those with 6 points plus or documents expiring within the next six months) should be checked monthly.
Who Should Be Checked?
Regular licence checks aren’t just for HGV or PSV drivers. Anyone driving a vehicle for business purposes should be included, including:
Transport managers
Company directors
Company car drivers
Grey fleet drivers (those using personal vehicles for work)
Ensuring compliance across all drivers helps avoid costly oversights and maintains a high level of fleet safety.
5. Record Keeping
Maintaining accurate and up-to-date records of all licence checks is
crucial. These records serve as proof that your company is meeting its
legal obligations and can help identify any trends or issues among your
drivers. For example, if a pattern of penalty points is emerging within
your fleet, you can take proactive steps to mitigate future risks, such as
additional training or closer monitoring.
Work-Related Road Accidents
The UK’s Health and Safety Executive (HSE) estimates that around a third of all road traffic accidents in Britain each year involve someone who was driving as part of their work duties. This equates to roughly 20 fatalities and 250 serious injuries per week, underlining the critical nature of fleet safety and compliance.
Research conducted by RoSPA (Royal Society for the Prevention of Accidents) found that companies can reduce accident rates by up to 20-40% through proper risk management and driver safety policies, which includes regular licence checks.
The Benefits of Professional Licence-Checking Services
While operators can handle licence checks in-house, using an external service can save time, reduce administrative burden, and ensure that your business remains compliant at all times especially where large amount of checks need to be conducted.
At Fleet Transport Consultants Ltd, we recommend Licence-Check—a trusted provider of bulk licence-checking services. Their platform simplifies the process by automatically checking all three essential cards (driver licence, tachograph card, and CPC card) and flagging any issues before they become critical. With their service, you can be confident that your drivers’ documents are always valid and up-to-date, reducing the risk of non-compliance and keeping your fleet on the road.
Regular driver licence checks are an essential part of risk management for any fleet operator. Whether your business relies on HGV drivers, company car drivers, or grey fleet drivers, you have a legal and operational responsibility to ensure that every driver is qualified, insured, and compliant with regulations.
By implementing a thorough checking system and partnering with a professional licence-checking service, you can minimise the risk of non-compliance, avoid unnecessary disruptions, and safeguard your business from the costly consequences of unqualified drivers.
At Fleet Transport Consultants Ltd, we’re here to help you stay compliant and manage the risks within your fleet. Contact us today for more information on how we can support your business.