Your Safe Driving Policy must have the full support from the very top of the business. Nominate a senior manager to have specific responsibility for managing work-related road safety and to take ownership of the Driving for Work Policy, which should be reviewed annually and signed and dated by this manager.
Start with a policy statement explaining that both the company and driver have a legal duty of care to ensure that all business journeys are carried out safely and why they are required to read, and abide by, the policy at all times.
Businesses that manage work-related road safety well incorporate their Safe Driving Policy into their existing Health and Safety Policy and discuss related issues at board level.
Make sure the business routinely acts in an appropriate way upon any information or data in its possession. This might include risk assessment results, known concerns about specific drivers, vehicles and regular journey routes, telematics data, and incident reports. Ensure that procedures are in place to record and analyse all incidents and learn from them in order to reduce the chances of a recurrence.
Ensure employees are properly inducted and periodically assessed to establish whether they legally able, medically fit and competent to drive.
Keep accurate records of all drivers and vehicles as well as any communications that go out and any actions taken to reduce risk or in response to incidents.