Driving For Work Policy

Policy Statement

The Health and Safety Executive has recognised that driving for work is one of the most dangerous things that many workers will do. It is estimated that up to a third of all road traffic incidents involve someone who is ‘driving for work’ at the time. This may account for around 12 fatalities and 150 serious injuries every single week. Each year in Great Britain there are over 35,000 injury collisions that involve someone who was driving for work at the time.

Andersen Caledonia Ltd. is committed to managing our road risk and delivering our legal and moral obligations regarding employees driving for work to ensure they get home safe and well at the end of each day.

Driving for work refers to any work carried out on behalf of Andersen Caledonia Ltd. that involves an employee driving a vehicle and covers all journeys other than commuting to and from the employee’s normal place of work.

Many vehicles used for work journeys are supplied by the employer, but there are also vehicles used for work that are owned, leased, or hired by individual members of staff. These are called “grey fleet” vehicles and drivers. Andersen Caledonia Ltd. owes the same duty of care under the health and safety law to grey fleet drivers as they do to employees who drive company owned, leased, or hired vehicles.

Andersen Caledonia Ltd. requires any employees who drive for work purposes to fully comply with this safe driving guidance and to always follow the Highway Code.

There is no requirement or expectation that an employee, regardless of their position, will break any road traffic law while driving on work journeys. There is no business activity that justifies placing an employee or others at risk of a road collision.

All employees who drive for work purposes on behalf of Andersen Caledonia Ltd. have a legal duty, under the Health and Safety at Work Act 1974, to comply with this driving for work policy while doing so.

Non Compliance

Employees who drive for work purposes will be fully responsible and accountable for their own actions when driving for the purposes of work.

Should Andersen Caledonia Ltd. receive information that an employee may have breached this policy, then an internal investigation will be carried out which may then lead to disciplinary action being taken, including the possibility of termination of employment.

Policy Monitoring

This policy was last reviewed on 10/11/2025 by Mark Cadle, Health & Safety Manager.

Andersen Caledonia Ltd. reserves the right to amend the policy requirements relating to employees who drive and vehicles which are being used for work purposes.

This policy will be formally reviewed and updated by on at least an annual basis, or sooner if deemed appropriate, or by reasonable request.

Driving Licence Checks

The Road Traffic Act 1988 states that as well as it being an offence for any driver to drive without a valid licence, it is also an offence for a person or organisation to permit a driver to drive without a valid licence.

All employees who are engaged in any work-related driving must:

• be holders of a full current driving licence, valid in the UK, for the category of vehicle which they are driving (including automatic or manual).
• notify their manager immediately if their licence has expired, been suspended, revoked, or cancelled, or has had any limitation placed upon it.
• notify the company immediately of any driving endorsements or prosecutions, including any that are accrued while driving a private vehicle, as this could affect any relevant insurance policies that are in place.
• notify the DVLA immediately of any changes to their name or address.
• allow their licence to be DVLA checked on a regular basis by the company.

Andersen Caledonia Ltd. will carry out checks of driving licences for all staff members who are required to drive on company business.

Employees are required to provide details to facilitate the checking of their driving licence against the DVLA database.

Fitness To Drive

A person’s fitness to drive safely can be affected by a medical condition, by temporary illness and by the general environment in which they work, drive and live.

Potential health impairments – including stress, sleep disturbance, migraine, flu, severe colds, hay fever – which can all lead to possible unsafe driving conditions.

Sometimes, the treatment for any of these conditions can also impair driving.

Employees must ensure they are fit to drive before embarking on any work journey.

Eyesight

Employees driving for work purposes are required to meet with the minimum eyesight standards which involve being able to read an unfamiliar number plate from a distance of 20 metres (about 5 car lengths).

Failure to achieve this will result in the employee being stopped from driving on company business until they can demonstrate that they can meet the required minimum legal standard.

Medical Conditions

Staff members should only drive when fit to do so.

They should report to their manager any new condition, or a change in their health and wellbeing which may possibly affect their ability to drive safely.

Staff members who drive for work purposes should make themselves familiar with the Notifiable Conditions which must be reported to the DVLA.

Impairment

Driving under the influence of drink or drugs is against the law. It is extremely dangerous and can seriously impair judgement and reaction times leading to an increased risk of incidents and vehicle collisions.

No staff member should ever attempt to drive whilst impaired or having consumed alcohol or any unlawful drugs in the workplace during work time or during any period prior to work where they may still be under the influence of any alcohol or drug effects which may then carry over to the working hours.

staff members should also be mindful that many prescription medicines can also cause drowsiness and affect their ability drive.

If you are prescribed any drugs or medication, you should make your doctor aware that your job entails driving and ensure that you are aware of any restrictions on driving that are advised while taking these drugs or medication.

Read any notes or guidance accompanying such medicines carefully and advise your manager if you think your driving may be affected.

The driver of a vehicle who is found to be over the drink-drive limit, and/or driving while impaired by drugs, can receive a criminal record, an unlimited fine, imprisonment, and an automatic driving ban.

Driving while impaired by drink or drugs will be treated as gross misconduct and dealt with through the normal disciplinary process which could include termination of employment.

Fatigue

It is estimated that 20% of all road collisions are a result of driver fatigue.

Lack of sleep, or poor sleep can impair performance to the same extent as being over the legal alcohol limit.

Staff members should only drive when fit and healthy to do so which includes having had adequate sleep.

Employees are expected to take adequate rest breaks during a journey – typically a 15-minute rest for every two hours of driving.

Whilst it is not an offence to drive tired, if tiredness is suspected to be the cause of any crash, the police can investigate all aspects relating to the driver of the vehicle.

In a fatal incident, the driver could be charged with death by dangerous driving or death by careless driving, with a maximum penalty of 14 years in prison.

Wellbeing

All kinds of personal stresses can affect your ability to concentrate and to drive safely.

Financial worries, health issues, relationship problems and general family situations such as a new baby can all understandably have a hugely distracting effect.

If a personal situation is affecting your ability to concentrate while driving, please talk to your manager.

Driver Competence

In addition to holding a valid driving licence, staff members must also be deemed competent to drive and given the necessary skills to drive in a safe and secure manner considering the potential range of vehicle types they may drive and activities they may conduct.

This is specifically important for activities involving the use of any commercial vehicles, towing and individuals who drive for long distances on company business.

The company may occasionally require drivers to undertake additional training or refresher training if deemed necessary or appropriate.

Vehicle Roadworthiness

A roadworthy vehicle is one that is safe to drive with all of its safety-critical and other important elements operating in good condition and working order.

Drivers should therefore conduct a walk around check of their vehicle to ensure that there are no obvious safety defects.

A helpful aide is to remember the acronym POWDER: – Petrol (fuel) – Oil – Water – Damage – Electrics – Rubber.

When checking tyres, ensure that they are at the correct pressure, that they do not have any cuts, bulges or other damage such as nails or screws, and that they have sufficient tread depth.

The legal minimum tread depth for cars, vans and other LCVs (Light Commercial Vehicle) is 1.6mm across 75% (three quarters) of the width of the tyre.

Tyres should always be replaced BEFORE they reach the legal limit.

Check the windscreen for any damage. Many chips can be repaired however, for damage larger than 10mm directly in front of the driver, the law usually requires the windscreen to be replaced.

Any defects and/or damage should be reported immediately.

If safety-critical defects are found then the vehicle must not be used until those faults or defects have been rectified.

Non-safety-critical defects should be rectified at the earliest possible opportunity.

Driving a vehicle with any major defect is a serious offence and can result in harsh penalties.

The penalties a driver may receive for driving a defective vehicle will range depending on the type and severity of the offence.

Any such penalties are the responsibility of the driver.

If the vehicle’s condition causes the driver to have a collision, they could face additional charges and penalties.

Safe Loads

Insecure loads pose a significant risk to other road users and incidents involving insecure loads can easily result in loss of life or life-changing injuries.

The Driver & Vehicle Standards Agency (DVSA) and the police have the powers to issue fines to any driver in charge of a vehicle that is overloaded or if the load is deemed insecure.

The load on a vehicle is not just restricted to goods being carried.

The load is anything being carried on or in the vehicle including tools, equipment, machinery, load restraint equipment, signage, raw materials, samples, and baggage.

All can be classified as being part of the load being carried and must be safely and securely fixed to and/or in the vehicle.

Staff members who are required to drive for work purposes will attend and comply with any training provided around safe and secure loads if it is deemed necessary.

They will also check and ensure that ‘their load’ is within load limits and is securely fastened before commencing any journey, and then again during a journey when any part of the load has been moved or been removed.

They should report any incident and near miss directly to their manager, that involves the safety and security of their load.

Vehicle Cleanliness

It is the responsibility of each driver of the vehicle to maintain the vehicle that is being driven for work purposes in a high standard of cleanliness both internally and externally.

The dashboard of the vehicle must be kept free of loose items including paperwork, food, litter and/or tools and equipment.

The rear of the vehicle must be kept free of any debris and maintained in a clean, organised, and presentable state while not obstructing the rear view of the driver.

Vehicle Security

When driving a company-supplied vehicle for work purposes, staff members are held responsible for its keys and its security.

Vehicle keys should never be left unattended in public and, when at home, keys should be kept out of sight and out of reach.

Keys should be kept away from the front door to prevent remote vehicle theft where possible.

Vehicles must always be locked when not in use and any security device fitted to or supplied with the vehicle must be activated.

Vehicles should be parked in a place that is well lit and where possible, the use of security patrolled car parks, or those covered by CCTV are preferred.

Engine Idling

Andersen Caledonia Ltd. is committed to protecting air quality by reducing the environmental impact of their operations in relation to engine idling by staff members in company vehicles or in private vehicles being used on company business.

Vehicle exhaust emissions from idling vehicles contributes significantly to air pollution which impacts on health, economic growth, and quality of life.

The driver of any vehicle being used on company business will:

• turn the engine off when the vehicle is stationary for more than 1 minute and will only restart the vehicle when they are ready to drive away.
• not use the engine to pre-heat the vehicle unless absolutely necessary due to either safety considerations or weather conditions.
• always turn off the engine when on a break or when loading or unloading the vehicle.

Engines may remain switched on to perform a pre-use walk around check, for the safety of the vehicle occupants, or when unforeseen emergency circumstances arise.

Private Use Of Company Vehicles

Company cars may be used for private journeys. However commercial livered vehicles must not be used for any private journeys.

No company-supplied vehicle may be raced, rallied, or otherwise used in a non-business- related, off-road environment.

Towing

Employees who have been asked to tow a trailer or equipment should ensure that their driving licence allows them to do so legally.

Drivers should be competent at correctly hitching the trailer, checking the trailer before use including tyres, electrical and brake connections, ensuring that loads are safe and secure, and manoeuvring/reversing the trailer.

Drivers without this competence should seek additional training from their manager before towing on behalf of the company.

Employees towing a trailer or equipment should familiarise themselves with the relevant changes in speed limits and the permitted motorway lanes while towing, along with the permitted weight limits for their vehicle/trailer combination.

They should also remember to allow additional time for slowing down and for manoeuvring their vehicle when towing.

Journey Planning

Any planned journey should be reviewed, and a decision made as to whether the journey by road is really necessary, whether it can be made by rail or air travel, or possibly replaced with remote communications.

Where road journeys are required to be undertaken, driving during the higher-risk periods of 02:00-06:00 and 14:00-16:00 should be minimised or avoided altogether.

Journey routes should also be planned in a bid to use the highest quality roads, such as motorways and dual carriageways where possible.

No staff member should be required to drive continuously for more than 2 hours without at least a 15-minute break.

Breaks and break locations should also be planned in advance.

Where staff members are required to travel a long distance to a work location at the beginning or end of the day, or if travel time risks making the working day unreasonably long, employees can discuss with their manager the requirement to arrange overnight accommodation to avoid the risk of driving tired.

Safe Driving

It is important that all drivers of vehicles are aware of the requirements and any updates to The Highway Code, and that they are considerate to other road users and understand their responsibility for the safety of themselves and for other road users.

Staff members who drive for work related purposes are required to apply safe driving behaviours and techniques to help reduce their risk of collisions and incidents.

When driving, they should remain a safe distance from the vehicle in front, stay alert and ready to anticipate changes to road and weather conditions.

On no account should any staff member who is driving for work related purposes become involved in any incidents of road rage or with the intimidation of any other road users.

Safe Speeds

One of the most significant risks that drivers face, and create, is driving at inappropriate speeds on work-related journeys.

This includes both exceeding the speed limit and driving within the limit but still too fast for the road and or the weather conditions.

Every year, over 200 people are killed in crashes involving someone exceeding the speed limit and over 100 people die in crashes involving someone travelling within the speed limit but too fast for the conditions.

It is important to remember that speed limits are a limit, not a target.

Staff members who drive for work related purposes should know the speed limits for the type of vehicle they are driving and for the road they are travelling on and to understand the importance of staying within these speed limits.

Van drivers should remember that the applicable speed limit for a van is often lower than for that of a car.

Drivers should notify their manger immediately of any impending prosecutions and penalties associated with unsafe driving, including speeding, whether these have resulted from at-work or personal driving situation.

No staff member who is driving for work purposes should ever drive faster than road conditions safely allow and should always obey the applicable speed limits.

Staff members who are driving for work related purposes are always expected to drive safely, responsibly, and legally.

The minimum penalty imposed for speeding is a £100 fine and 3 penalty points added to a driving licence.

Seatbelts

It has been a legal requirement for all drivers and passengers to wear seat belts since 1983.

The minimum penalty if caught not wearing a seatbelt is a fine of £100, rising to £500 if the case goes to court.

Seat belts are the best protection against injury or death in a crash.

Studies have shown that by wearing a seat belt it dramatically reduces the chance of serious injury or death by 40% to 60%.

People who are thrown from a vehicle are 4 times more likely to be killed than those who were wearing a seat belt and who remain inside the vehicle.

Seat belts should be always be worn by both drivers and any passengers while traveling for work purposes in any vehicle, whether company-operated or privately-owned.

The driver of the vehicle is fully responsible for enforcing seat belt use by all of the vehicles occupants.

Where medically exempt from wearing a seat belt, a Certificate of Exemption from Compulsory Seat Belt Wearing should be obtained from a doctor.

A copy must be presented to their Manager and a copy of this document must be kept in the vehicle that is being driven to present to the police if they are stopped.

Driver Distraction

The use of any handheld mobile device in any vehicle whilst driving is illegal and staff members will face prosecution if caught doing so.

Police can issue a fixed penalty notice (£200 fine and 6 penalty points) or summons the driver to court where they are likely to receive a much more stringent penalty on conviction.

Please note that any such penalty or prosecution could affect your employment.

The use of hands-free mobile devices in all vehicles being driven for work purposes is permitted though, while legal, hands-free use is not entirely risk-free; as using a hands-free device while driving creates an avoidable distraction that affects a driver’s ability to concentrate and thus impairs their potential reaction times.

Drivers are permitted to use mobile phone devices with hands-free access, as long as they do not hold them at any time during usage.

Hands-free access means using:

• a dashboard or windscreen mount mobile holder
• a Bluetooth connection to the vehicle (earphones are not permitted)
• voice activation

It should be noted however that any hands-free device fitted to the windscreen must not block the driver’s view of the road and traffic ahead.

Drivers must always stay in full control of their vehicle.

The police can stop drivers if they think they are not in control because they are distracted, and they can be prosecuted.

Note: It is illegal to stop on the hard shoulder of a motorway to make or take a call, drivers should pull off the motorway at the next available junction to make or receive any call which requires any concentration.

Driving in Adverse Weather

The weather can certainly be unpredictable and it can change quickly.

When it does, the risk of a serious collision occurring then substantially increases.

Driving in adverse weather conditions can be extremely dangerous and can affect a drivers’ awareness and concentration as well as their ability to drive safely.

Before commencing any journey, staff members who are required to drive for work related purposes should always fully consider the weather conditions and for the potential for changes and deterioration in the weather conditions during the course of their planned journey.

They should adjust their driving style to reflect the weather and the road conditions at the time.

Fuel levels should be checked at the start of a journey to ensure there is sufficient fuel to complete the journey, and staff members should have access to a fully charged mobile electronic device to provide updates to their managers if they need to postpone journeys or possibly change routes when the police and travel organisations advise against road travel due to weather conditions.

If poor weather is expected, the necessity for the journey should be fully considered.

Staff members who are still required to drive should then ensure they have appropriate clothing to stay warm and dry, plus food and water in case of any travel delays encountered during the journey.

Staff members driving for work related purposes should also have with them an up-to-date list of breakdown and emergency contact numbers.

Passengers

For safety and insurance reasons, under no circumstances are staff members permitted to allow any unauthorised passengers in any vehicle that is being used for any work  related purposes.

Staff members are not permitted to pick up any hitchhikers in a company vehicle, and any staff member using their own vehicles for work related purposes are not permitted to pick up any hitchhikers while driving on company business.

The driver of the vehicle is fully responsible for the safety and the conduct of everyone within their vehicle.

If the carrying of passengers is permitted by management, the number of legally permitted passengers is not to be exceeded in that vehicle and the seat belts must be used at all times, unless medical exemption certificates apply.

The carriage of children, dogs or any other animal in a vehicle being used for work related purposes is not permitted.

Smoking

Under the 2006 Health Act, smoking is banned in the workplace, and in any vehicles that are being used for work related purposes.

Smoking by either the driver or any of the passengers is not permitted in any vehicle while traveling on official company business.

This includes vehicles allocated to a single person.

This policy includes the use of e-cigarettes and vapes.

Employees and their passengers who smoke in work vehicles are breaking the law and can be fined.

Fines And Penalties

Any staff member who is caught and prosecuted by the police for unsafe and dangerous behaviour while driving a vehicle for work related purposes, will be fully responsible for any fines, administration charges and subsequent penalties that maybe imposed.

Parking fines are the responsibility of the driver and not the employer.

Licence endorsements may affect the insurance of the driver concerned and mean they are unable to continue driving on behalf of Andersen Caledonia Ltd..

Breakdowns, Punctures And Glass Repair

If your company-supplied vehicle breaks down, call the RAC on 01423 535 786 in the UK and + 44 1423 535 786 if you are traveling in mainland Europe.

If your company-supplied vehicle suffers a puncture, call the RAC on 01423 535 786 in the UK and + 44 1423 535 786 if you are traveling in mainland Europe.

NOTE: If you are on a motorway, you must not attempt to change the wheel or tyre yourself.

If your company-supplied vehicle suffers a broken windshield or window, call Auto glass on 0333 999 0100

Damage Or Theft While Parked

If your vehicle is damaged or stolen while unattended, call your manager or the managing director for further instructions.

Collisions

After any accident or collision YOU MUST STOP.

Failure to stop at the scene of an accident is a criminal offence.

If you are involved in a collision that results in injury to a third party, you are required by law to then contact the emergency services immediately by telephoning 999.

If nobody has been injured and your vehicle is not causing any obstruction, then you are not required to call the emergency services.

If it is possible to move your vehicle to a safe location at the side of the road you should attempt do so and switch off the engine.

Move all uninjured passengers to the side of the road.

If you are on a motorway, then ensure that everyone remains behind the safety barrier.

Do not attempt to move injured passengers unless they are in danger – wait instead for the paramedics to arrive.

If a motorcyclist is involved, do not attempt to remove their crash helmet.

Do not admit any liability for the collision or enter into any discussion other than to exchange the details required to report the accident to your insurance company and your employer.

If possible, and without putting yourself in danger, take photos of the accident and any damage to the vehicles involved.

You should also take photos of any road or landscape features that may have potentially contributed to the collision.

You will need to complete a full report of the incident including a diagram of the vehicles showing how the accident occurred, why it occurred and what damage resulted.

Clear any debris to the side of the road so it doesn’t present any danger to other road users but DO NOT try to recover any debris if you are on a motorway.

If your vehicle is drivable, you may now continue on your journey.

Incident Reporting

All work-related road incidents and near misses (including damage-only accidents and any accident that involves any privately owned vehicles when they are used for work related purposes) should be reported as soon as it is safe to do so.

Prompt and accurate reporting and the recording of work-related road incidents, and near misses help to then keep employees safe and to reduce the likelihood of similar incidents from  occurring again.

Incidents involving a company-supplied vehicle must be reported directly to your Manager and to the Managing Director immediately where possible or, at the very latest, within 24 hours.

An incident is an event that has resulted in personal injury to a member of staff or another person, or resulted in any property or vehicle damage, or a dangerous occurrence.

This could include a motoring offence, a crash or collision involving a vehicle that is being driven for a work related purpose, or a vehicle breakdown.

A near miss is a dangerous occurrence that had the potential to result in personal injury to a staff member or to another person, or to result in property or vehicle damage.

Please note that if you use your own car for work, then the companies legal duty of care to ensure the safety of the driver, the vehicle and the journey remain the same.

Grey fleet drivers should make themselves aware of all of the companies policies relevant to driving for work and to ensure that they always comply with them.

Grey fleet drivers must ensure that:

• They are fit to drive.
• They hold a valid driving licence for the vehicle that is being driven, and provide permission for the company to check their licence directly with DVLA.
• The vehicle is appropriate for the journey and the use, it is taxed, MOT’d and serviced in line with the manufacturer recommendations and legal requirements.
• They hold appropriate and valid insurance cover for business purpose use.
• They can produce documentary proof of the above, on request.
• The vehicle is regularly checked to ensure its roadworthiness and a walk around safety check is conducted prior to starting any long work related journey.
• They will notify their Manager immediately if they are unable to use a vehicle which meets the minimum safety standards required.
• They will notify their Manager of any Notice of Intended Prosecutions and collisions that they are involved in whilst driving, especially whilst on a journey for work related purpose.
• They will fully co-operate and comply with all of the company rules and policies when using their own vehicle for work related purposes.

Senior Managers, from the Manging Director down, will provide a safe working environment through the provision of well-maintained vehicles that are fit for purpose.

They will lead by personal example when driving themselves and not tolerate poor driving practice among colleagues.

Managers should ensure that any work duties and practices are not planned so that they pressurise employees into driving in an unsafe or illegal manner and that they will challenge any unsafe attitudes and behaviours, encouraging each other to drive safely.

They will co-operate with the monitoring, reporting and investigation procedures following a reported incident of non-compliance with this policy.

Office-based employees will inform their manager of any information or concern regarding the health, wellbeing and safety of an employee who is required to drive for work related purposes and will maintain complete and full records for any employees and vehicles that are being used for work journeys.

Office-based employees must be aware of the company policy on mobile phone use while driving and will not put colleagues who may be driving at risk in this way.

Employees who drive for work should make themselves aware of and comply with all company policies and procedures relating to driving for work.

They should raise concerns directly to their manager in relation to anything that may affect their ability to drive safely and they will co-operate fully with any investigation procedures regarding reported incidents that may involve them.

If there is anything in this policy document that you do not fully understand, or would like clarification on, please contact your manager or the policy owner for clarification.