Operation of Privately Owned Vehicles

  • Employers have the same duty of care under health and safety law to staff who drive their own vehicles for work as they do to employees who drive company owned, leased or hired vehicles.
  • Employees who opt out of a traditional company car and take the cash equivalent instead also need to be covered by the health and safety policy.
  • The standard set for "cash for car" vehicles should be equivalent to those for company vehicles (see selection of appropriate vehicles for minimum standards).
  • Privately owned vehicles must not be used for work purposes unless they are fit for purpose, insured for business use, have a valid MOT certificate, have a regular service record, and are roadworthy.
  • Conduct periodic (annual) checks  of MOT certificates, service records and motor insurance and vehicle excise duty.
  • Carry out regular visual inspections of private vehicles used for work (e.g. when parked in the car park).
  • Provide staff with check lists to conduct weekly checks of their vehicle, including tyre pressure, fluids, wipers, brakes, lights and indicators.
  • Advise drivers to conduct pre-drive checks of tyres, fluids, wipers, lights and brakes.
  • Require that staff involved in a work-related crash (including damage-only ones) report this to their line/transport managers even if the vehicle is privately owned.
  • Communicate the requirements for privately owned vehicles to your staff and ensure they understand their responsibilities to ensure their vehicles are legal, safe and well-maintained.