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Download a Word document, then adapt it to your operation before use. These are starting templates, not your published policies.
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<<Business Name>> Tyre Management Policy |
ARRANGEMENTS AND PROCEDURES
Policy Statement:
This Tyre Management Policy has been established by <<Business Name>> to prioritise safety and compliance in all aspects of our operations. This Tyre Policy is designed to outline the guidelines and procedures regarding tyres and their maintenance. Adhering to these guidelines ensures the safety of our drivers, vehicles, and the public, while also minimising the risk of costly accidents and vehicle downtime.
This policy applies to all managers, drivers and other employees of our transport company. It is the responsibility of the Transport Manager to oversee and manage all aspects of Tyre Management, ensuring that compliance is monitored, assessed and rectified as appropriate.
The condition of tyres represent a major part of vehicle roadworthiness. Tyres affect the handling, stability and braking of a vehicle and are the only point of contact between the vehicle and the road. As such, <<Business Name>> takes the responsibility of tyre management very seriously.
When a driver takes a vehicle out on the public highway, they assume partial responsibility for the condition of the tyres. Part of a driver’s vehicle checks include checking the condition and security of the tyres. Failure to carry this out diligently, or to take a vehicle onto the public road with a defective tyre, will result in the driver receiving stiff penalties from DVSA should a tyre be bald or worn. This is in addition to any company sanctions.
Tyre maintenance will be handled primarily by <<Insert Tyre Company Name>>, who will assume responsibility for wheel removal, tyre replacement, refitting of wheel and ensuring the wheel nuts are torqued to the correct level.
Name: | <<Insert Full Name>> |
Company: | <<Business name>> |
Position: | |
Date | <<Date>> |
Signature: |
<<Business Name>> Vehicle Off Road Policy |
ARRANGEMENTS AND PROCEDURES
Policy Statement:
This Vehicle Off Road Policy has been established by <<Business Name>> to ensure that all company vehicles, trailers, plant and specialist equipment with defects are taken off the road where necessary and prevented from further use until they are repaired and deemed roadworthy. This policy aims to enhance safety, prevent accidents, and maintain regulatory compliance.
This policy covers the entire fleet of vehicles, trailers, plant and specialist equipment. It is intended to give clear guidance to declaring that a fleet vehicle (or similar) is not fit for purpose and cannot be used on the public road.
Name: | <<Insert Full Name>> |
Company: | <<Business name>> |
Position: | |
Date | <<Date>> |
Signature: |
<<Business Name>> Vehicle Roadworthiness and Serviceability Policy |
ARRANGEMENTS AND PROCEDURES
Policy Statement:
This Vehicle Roadworthiness and Serviceability Policy has been established by <<Business Name>> to ensure that all company vehicles, trailers, plant and specialist equipment are safe to operate on the public roads, within the law and giving consideration to drivers, other road users and the environment.
This policy applies to all managers, drivers and other employees of our transport company. It covers the preventative maintenance, maintenance and repair of all vehicles, trailers, plant and specialist equipment.
Vehicles that have been acquired as an addition to the fleet, whether temporary or permanent (including borrowed, hired, rented) will be given an initial safety inspection before it is first used on the public road.
Name: | <<Insert Full Name>> |
Company: | <<Business name>> |
Position: | |
Date | <<Date>> |
Signature: |
<<Business Name>> Operational Security Policy |
ARRANGEMENTS AND PROCEDURES
Policy Statement:
At <<Business Name>>, we recognise the importance of vehicle security to protect our assets, ensure our drivers' safety, and safeguard our customers' interests. This policy outlines the appropriate vehicle security procedures that must be implemented and always followed.
Note: This policy serves as a guideline for appropriate vehicle security procedures and should be supplemented with any applicable national or regional regulations, industry best practices, and specific instructions provided by the company.
This policy covers the security and safety of personnel, vehicles and cargo, and is applicable to all aspects of the company that involve company vehicles, including transportation, logistics, warehousing, and maintenance.
The operation can face various threats that can compromise the safety, integrity, and confidentiality of the operations. Some potential threats to consider include:
Management
Drivers
Name: | <<Insert Full Name>> |
Company: | <<Business name>> |
Position: | |
Date | <<Date>> |
Signature: |
<<Business Name>> Passenger Safety Policy |
ARRANGEMENTS AND PROCEDURES
Policy Statement:
At <<Business Name>>, the safety and wellbeing of passengers travelling in our company vehicles is of paramount importance. This policy aims to establish stringent safety guidelines and procedures to ensure the protection and well-being of passengers in our company vehicles.
The policy encompasses all aspects related to passenger safety, including vehicle maintenance, driver training, emergency preparedness, and communication protocols.
This policy aims to establish a robust framework that prioritises the well-being of passengers, promotes responsible driving practices, and creates a culture of safety within the transportation industry. Adherence to this policy will help mitigate risks, minimize accidents, and ensure a secure and comfortable journey for all passengers.
Only employees of the company, or passengers that have been granted written permission, may travel as a passenger of our company vehicles. The number of passengers is restricted to the number of available seatbelts fitted in the vehicle.
Management will
Drivers must
Passengers must
Drivers and passengers must
All vehicles will undergo regular maintenance and safety inspections in line with company policies, to ensure optimal performance and safety of the passengers carried within the vehicle.
Name: | <<Insert Full Name>> |
Company: | <<Business name>> |
Position: | |
Date | <<Date>> |
Signature: |
<<Business Name>> Periodic Driving Licence Check Permission |
At <<Business name>>, we recognise the importance of checking a driver’s driving licence record to ensure that we hold up-to-date information concerning the status of all aspects of your driving licence and associated entitlements, as contained on the Government website and required to drive professionally by law.
Our company policy is to conduct checks on your driver licence at least every 3 months, in line with best practice procedures, throughout the period that you have the authority to drive one of the company vehicles. Records may be kept for a period up to 12 months after the cessation of authorisation to drive our company vehicles.
The information checked includes, but is not limited to:
A Licence Check Code will be generated to enable us to save or print a copy of the check for our records, in line with DVSA and Traffic Commissioner requirements.
By signing this permission slip, you are agreeing to the following:
I, <<Insert Full Name>>
Name of Driver: | <<Insert Full Name>> |
Signature of Driver: | |
Date | |
Signature: |
<<Business Name>> Road Traffic Collisions Policy |
ARRANGEMENTS AND PROCEDURES
Policy Statement:
This Road Traffic Collision (RTC) Policy has been established by <<Business Name>> to ensure the safety of our drivers, passengers, and other road users.
The policy outlines driver procedures and accident investigation processes to be followed in the event of a road traffic collision.
The Designated Supervisor will
Drivers must
Ensure Safety:
Contact Emergency Services:
Gather Information:
Document the Scene:
Attend to Injured Parties:
Note Passengers and Witnesses:
Sketch the Accident:
Cooperate with Authorities:
Reporting Procedures
Scene Management and Safety
Documentation and Evidence Collection
Cooperation with Authorities and Insurance Providers
Post-Accident Support and Follow-Up
Name: | <<Insert Full Name>> |
Company: | <<Business name>> |
Position: | |
Date | <<Date>> |
Signature: |
<<Business Name>> Routing Policy |
ARRANGEMENTS AND PROCEDURES
Policy Statement:
This Routing Policy has been established by <<Business Name>> to establish a set of planned routes based on various factors such as distance, traffic patterns, road conditions, and client preferences. These routes will be optimized to ensure efficiency and timely deliveries while considering safety and compliance with local regulations.
The policy takes into consideration
The company will establish a comprehensive network of planned routes that will be designed to minimise travel time, reduce fuel consumption, and optimize overall operational efficiency.
Occasions may arise where drivers are required to plan their own routes. Assistance and advice will be given as appropriate.
Unless there is a specific reason to do so (escorting wide loads or hazardous goods), drivers should not travel in a convoy.
Name: | <<Insert Full Name>> |
Company: | <<Business name>> |
Position: | |
Date | <<Date>> |
Signature: |
<<Business Name>> Specialist Operations Policy |
ARRANGEMENTS AND PROCEDURES
Policy Statement:
This Specialist Operations Policy has been established by <<Business Name>> to outline the procedures and requirements for carrying loads that necessitate additional documentation, training, specialist equipment, or oversight. The company is committed to ensuring that all operations are conducted safely and in compliance with legal requirements
Special Operations could refer to unique or specialised transportation tasks involving heavy goods vehicles. This might include the transportation of oversized cargo, high-security goods, or other sensitive loads that require specialised handling, equipment, or security measures. This policy outlines our commitment to ensuring the safe and lawful carriage of such loads, including dangerous goods and waste. The policy also highlights the role of our Dangerous Goods Safety Adviser (DGSA) and provides guidance on relevant resources and procedures.
• The Company is a registered waste carrier, and when the load to be carried is identified as waste, appropriate documentation in the form of a Waste Transfer Note will be used.
• Questions regarding the carriage of waste should be directed to the Company DGSA.
• The DGSA will monitor the expiry date of the Waste Carrier Licence and notify the Company when a new certification is required.
• Drivers involved in transporting waste will receive training in accordance with the requirements of the ADR.
• When available, drivers should consult Data Sheets to identify any special precautions or requirements associated with the load.
Name: | <<Insert Full Name>> |
Company: | <<Business name>> |
Position: | |
Date | <<Date>> |
Signature: |
<<Business Name>> Transport Infringement Policy |
ARRANGEMENTS AND PROCEDURES
Policy Statement:
This Transport Infringement Policy has been established by <<Business Name>> to ensure that our transport company operates in compliance with all transportation regulations and minimizes any risk of infringements.
This policy applies to all drivers, vehicles, and employees of our transport company. It is the responsibility of the Transport Manager to oversee and manage all aspects of transport infringements, ensuring timely and appropriate actions are taken to address any infringements.
The company will investigate all failures to adhere to legislation and legal requirements and regulations.
Types of infringements include but are not limited to:
Infringements will be dealt with in line with the disciplinary rules and procedures, including the statutory requirements, within the Employment Act 2002.
Minor Infringements
Repeated Infringements
Serious Misconduct / Gross Misconduct
Name: | <<Insert Full Name>> |
Company: | <<Business name>> |
Position: | |
Date | <<Date>> |
Signature: |
<<Business Name>> Drug And Alcohol Policy |
DRUG AND ALCOHOL POLICY
This Drug and Alcohol Policy for Drivers outline the guidelines, expectations, and consequences regarding drug and alcohol use for all individuals operating vehicles on behalf of the company.
The policy aims to promote a safe working environment, protect the well-being of employees and the public, and comply with applicable laws and regulations.
All drivers are expected to familiarize themselves with this policy and adhere to its provisions.
By implementing and enforcing this comprehensive Drug and Alcohol Policy for Drivers, the company aims to ensure the safety of its employees, clients, and the public while maintaining regulatory compliance and fostering a supportive working environment.
The company will provide education and training programs to drivers regarding the dangers of drug and alcohol use, the policy's provisions, and the resources available for support and rehabilitation. Drivers will be required to complete these programs periodically or as deemed necessary.
All information obtained through drug and alcohol testing will be treated confidentially and shared only on a need-to-know basis. Confidentiality will be maintained in compliance with applicable privacy laws and regulations.
All drivers will be required to sign an acknowledgment indicating their understanding and acceptance of this Drug and Alcohol Policy for Drivers. Failure to sign the acknowledgment may result in disciplinary action, including possible termination.
Name: | <<Insert Full Name>> |
Company: | <<Business name>> |
Position: | |
Date | <<Date>> |
Signature: |
<<Business Name>> Eyesight and General Health Policy |
EYESIGHT AND GENERAL HEALTH POLICY
This policy outlines the guidelines and requirements related to eyesight and general health for Heavy Goods Vehicle (HGV) drivers employed by our company. The purpose of this policy is to ensure the safety of our drivers, other road users, and the general public by promoting good eyesight and overall health among our drivers. Compliance with this policy is mandatory for all HGV drivers.
All HGV drivers must have excellent eyesight and general health to ensure that they can drive safely on the roads. To this end, the company will implement the following policy:
3.1 Vision Tests
Name: | <<Insert Full Name>> |
Company: | <<Business name>> |
Position: | |
Date | <<Date>> |
Signature: |
<<Business Name>> Health and Safety Policy |
ARRANGEMENTS AND PROCEDURES
It will be the policy of << Business name>> (“the Business”) that health and safety information relevant to the distribution of parcels is given to all employees whether full time, part time or temporary – i.e. agency or sub-contract.
On-going training will be provided as needed to ensure that employees are:
Decisions relating to on-going training will be reviewed on a regular basis. The person with day-to-day responsibility for Health and Safety will be responsible for identifying and implementing health and safety training needs. Records of the training will be kept on each employee’s or contractor’s individual file.
Checks will be made by the supplying agency to ensure that temporary staff are competent to carry out the tasks allocated to them.
All employees or contractors will be required to attend regular training/updates to ensure they are familiar with all aspects of the safe use of moving and handling equipment. No member of staff either directly employed, or temporary will be permitted to use any equipment for which they are not trained.
(Reg. 3 Management of Health and Safety at Work Regulations, 1999)
The management will ensure that all hazardous work activities undergo a suitable and sufficient Risk Assessment. Upon the establishment of the level of risk, preventative measures will be introduced, maintained and revised as needed.
(The Workplace (Health, Safety and Welfare) Regulations 1992
The management will ensure that the primary workplace meets the Health, Safety and Welfare needs of all those who will use them. This will include any contractors carrying out maintenance or service works. Where works are to take place where members of the public have access, preventative measures will be taken to ensure that they are not adversely affected.
(Manual Handling Operations Regulations, 1992)
The Directors/Proprietor/Partners will assess all manual handling operations required considering the differing abilities of individual drivers/couriers. Wherever possible the Business will provide mechanical lifting or moving aids in order to reduce the risk of injury to a driver/distributor or damage to any parcel being delivered/collected.
(Health and Safety (First Aid) Regulations, 1981)
The Directors/Proprietor/Partners shall ensure that all employees/contractors always have access to adequate First Aid provision. The level of cover shall be determined by risk assessment.
(Reporting of Injuries, Diseases, Dangerous Occurrences Regulations 2013)
All accidents and incidents will be recorded in the Business’ accident book and personal details kept secure to comply with Data Protection legislation. Any reportable accidents or dangerous occurrences will be reported to the HSE as soon as possible by the Directors/Proprietor/Partners.
(The Provision and Use of Work Equipment Regulations (PUWER) 1998)
It will be the Directors/Proprietor/Partners responsibility to ensure that the Business:
(Lifting Operations and Lifting Equipment Regulations (LOLER) 1998)
It will be the Directors/Proprietor/Partners responsibility to ensure that any equipment intended for the lifting, moving or otherwise of boxes/parcels/pallets is suitable.
(The Regulatory Reform (Fire Safety) Order 2005)
It will be the responsibility of the Directors/Proprietor/Partners to ensure that a Fire Risk Assessment is carried out regularly, and weekly tests are carried out on any fire alarm /detection systems. They will ensure that fire extinguishers are available at locations to be advised by the fire assessment. All fire extinguishers are to be checked annually by a specialist contractor.
It will the responsibility of all staff whether direct or contract to ensure that any fire doors are kept closed and that all routes to fire exits are always kept clear.
(The Health and Safety (Display Screen Equipment) Regulations, 1992)
The Directors/Proprietor/Partners will ensure suitable assessments are carried out for all persons who use display screen equipment. The assessments will consider the amount of time a person uses a VDU and the work done, the usability of their workstation and general working environment.
(The Personal Protective Equipment at Work Regulations (PPE) 1992)
The Directors/Proprietor/Partners will ensure that all staff/contractors always wear proper safety footwear and have access to hi-vis clothing when they are working anywhere near moving vehicles. Directly employed staff will have PPE supplied, contractors will supply their own.
Name: | <<Insert Full Name>> |
Company: | <<Business name>> |
Position: | |
Date | <<Date>> |
Signature: |
<<Business Name>> In-Vehicle Communication Policy |
ARRANGEMENTS AND PROCEDURES
The purpose of this policy is to establish guidelines and standards for in-vehicle communication to ensure the safety and productivity of our employees while operating company-owned or -leased vehicles. This policy applies to all employees, contractors, and authorized individuals who utilize company vehicles.
This policy applies to all forms of in-vehicle communication, including but not limited to mobile phones, radios, tablets, laptops, and any other electronic devices that can be used for communication purposes while operating a company vehicle.
3.1. Safety First
3.2. Hands-Free Devices
3.3. Communication in Emergency Situations
3.4. Prohibited Activities
a) Texting or reading text messages
b) Composing or sending emails
c) Browsing the internet or using social media
d) Watching videos or playing games
e) Engaging in any form of non-work-related communication
Management is responsible for ensuring that employees are aware of and comply with this policy. They should lead by example, promote safe driving practices, and communicate the importance of adhering to this policy to all employees.
Employees are responsible for familiarizing themselves with this policy, understanding its requirements, and complying with all provisions. They must prioritize safety and refrain from engaging in any form of prohibited in-vehicle communication activities while driving.
All new employees shall receive training during their orientation, which will include information on this policy and the importance of safe driving practices. They will be required to sign an acknowledgment form indicating their understanding and commitment to comply with this policy.
Periodic awareness programs shall be conducted to remind employees of this policy and provide updates on safe driving practices. These programs can include safety bulletins, safety meetings, or online training sessions.
Failure to comply with this policy may result in disciplinary action, up to and including verbal or written warnings, suspension, or termination, depending on the severity and frequency of the violation.
Employees who witness or become aware of any violations of this policy should promptly report the incident to their supervisor or the designated authority. Reports can be made anonymously, and no retaliation will be tolerated against employees who report violations in good faith.
Name: | <<Insert Full Name>> |
Company: | <<Business name>> |
Position: | |
Date | <<Date>> |
Signature: |
<<Business Name>> Load Safety Policy |
ARRANGEMENTS AND PROCEDURES
At << Business name>> we prioritise the safety and well-being of our employees, customers, and the public. This policy aims to establish guidelines and procedures to ensure the safe handling, transportation, and storage of loads within our organisation. By adhering to these guidelines, we aim to prevent accidents, injuries, and property damage associated with improper load handling.
This policy applies to all employees, contractors, and individuals associated with [Company Name] who are involved in load handling activities, including but not limited to loading and unloading, transport, storage, and securing of loads.
Management:
The management of << Business name>> is responsible for:
Employees:
All employees are responsible for:
Load Planning and Preparation:
Load Securing:
Lifting and Manual Handling:
Training and Awareness:
Name: | <<Insert Full Name>> |
Company: | <<Business name>> |
Position: | |
Date | <<Date>> |
Signature: |
<<Business Name>> Managing Work Related Road Risk Policy |
Policy Statement
ARRANGEMENTS AND PROCEDURES
Policy Statement:
At <<Business name>> we recognise the importance of ensuring the safety of our employees who are required to drive as part of their job responsibilities. This policy aims to establish guidelines and best practices for maintaining work-related road risks. By implementing these measures, we strive to create a safe and secure work environment while minimizing the potential for accidents, injuries, and property damage related to work-related driving activities.
Non-compliance with this policy may result in disciplinary action, up to and including termination, depending on the severity and frequency of the violation.
This policy is effective upon its adoption and supersedes any prior policies or guidelines related to work-related road risks.
This policy applies to all employees, contractors, and authorised individuals who operate vehicles or drive on behalf of the company, whether using company-owned vehicles or personal vehicles for work-related purposes.
Management:
Employees:
All employees must comply with local and national laws and regulations pertaining to driving and road safety. This includes possessing a valid driver's licence, ensuring proper vehicle registration and insurance, and adhering to traffic laws.
Safe Driving:
Driver Training and Education:
Name: | <<Insert Full Name>> |
Company: | <<Business name>> |
Position: | |
Date | <<Date>> |
Signature: |
Driver Induction & Ongoing Training Record
Employee Name: ________________________________
Company Name: (INSERT COMPANY NAME HERE)
Cover / Branding
Insert Company Logo Here
Contents
1. Personnel & Induction Information
Staff Member: __________________________________
Post: __________________________________________
Location: _______________________________________
Induction Manager: _____________________________
Date Completed: _____ / _____ / ______
Welcome and Personnel Matters
Notes:
Outstanding Matters:
Sign-Off
Line Manager | Staff Member | |
|---|---|---|
Signature | ____________________ | ____________________ |
Date | _____ / _____ / ______ | _____ / _____ / ______ |
2. Driving Licence Checks
(See Appendix 1 & 2 for further advice)
Date Completed: _____ / _____ / ______
Licence Details
Declaration – Licence Convictions
I hereby declare that I will inform my Employer of any driving convictions that will affect my licence status and/or any Graduated Fixed Penalty Notices (GPFN) issued by any Enforcement Officer.
Employee Signature: ____________________________
Date: _____ / _____ / ______
Line Manager Signature: _________________________
Date: _____ / _____ / ______
Notes:
3. Tachograph Details
Digital Tachograph Card Number:
Card Issue Date: _____ / _____ / ______
Card Expiry Date: _____ / _____ / ______
Declaration
I hereby declare that I will inform my Employer of any issues affecting my driver tachograph card, including loss, theft or malfunction.
Employee Signature: ____________________________
Date: _____ / _____ / ______
4. Training
Induction & Ongoing Training
Completed Driver CPC Hours to Date: ______ Hours
Driver CPC Expiry Date: _____ / _____ / ______
Other Relevant Training Renewal Dates:
Date Completed: _____ / _____ / ______
Sign-Off
Line Manager | Staff Member | |
|---|---|---|
Initials | ______ | ______ |
Notes:
5. Safety on Site (Part 1)
Topics Covered (Tick when done):
Date Completed: _____ / _____ / ______
Sign-Off
Line Manager | Staff Member | |
|---|---|---|
Initials | ______ | ______ |
Outstanding Matters:
Notes:
6. Company Legal & Safety Policies (Part 2)
Policies Briefed:
Date Completed: _____ / _____ / ______
Line Manager Initials: ______
Staff Member Initials: ______
Notes:
7. Driving Licence Requirements (Part 3)
Topics:
Date Completed: _____ / _____ / ______
Line Manager Initials: ______
Staff Member Initials: ______
Outstanding Matters:
Notes:
8. Driver Conduct & Responsibilities (Part 4)
Topics:
Date Completed: _____ / _____ / ______
Line Manager Initials: ______
Staff Member Initials: ______
Notes:
9. Driver & Vehicle Load Security (Part 5)
Topics:
Date Completed: _____ / _____ / ______
Line Manager Initials: ______
Staff Member Initials: ______
Outstanding Matters:
Notes:
10. Vehicle, Tyre & Wheel Management (Part 6)
Topics:
Date Completed: _____ / _____ / ______
Line Manager Initials: ______
Staff Member Initials: ______
Outstanding Matters:
Notes:
11. Drivers First Use Vehicle Checks (Part 7)
Topics:
Date Completed: _____ / _____ / ______
Line Manager Initials: ______
Staff Member Initials: ______
Outstanding Matters:
Notes:
12. Drivers’ Hours & Tachograph Policy (Part 8)
Topics:
Date Completed: _____ / _____ / ______
Line Manager Initials: ______
Staff Member Initials: ______
Outstanding Matters:
Notes:
13. Customer Care (Part 9)
Topics:
Date Completed: _____ / _____ / ______
Line Manager Initials: ______
Staff Member Initials: ______
Outstanding Matters:
Notes:
14. Dropping and Collecting Trailers (Part 10)
Topics:
Date Completed: _____ / _____ / ______
Line Manager Initials: ______
Staff Member Initials: ______
Outstanding Matters:
15. H&S Protective Equipment Issue
H&S Policy Statement Information Pack Received: Yes / No
PPE Issued (Tick & note size where applicable):
Date Completed: _____ / _____ / ______
Staff Initials (per issue):
Date | Item | Staff Initials |
|---|---|---|
//_____ | __________________ | ______ |
//_____ | __________________ | ______ |
Outstanding Matters:
16. Ongoing Training Sheet
Vehicle Defect Reporting / Drivers’ Hours & Tachograph Requirements
Training Log
Item / Topic | Date Completed | Line Manager Initials | Staff Initials |
|---|---|---|---|
______________________________ | //_____ | ______ | ______ |
______________________________ | //_____ | ______ | ______ |
17. Fitness to Drive Declaration
Driver Name: __________________________________
Declaration Date: _____ / _____ / ______
General Questions
Medical History – Last 12 Months
Tick as appropriate:
Condition | Yes | No |
|---|---|---|
Epilepsy | [ ] | [ ] |
Fit(s) or blackouts | [ ] | [ ] |
Severe and recurrent disabling giddiness | [ ] | [ ] |
Diabetes controlled by insulin | [ ] | [ ] |
Diabetes controlled by tablets | [ ] | [ ] |
Implanted pacemaker or defibrillator | [ ] | [ ] |
Angina easily provoked by driving | [ ] | [ ] |
Persistent alcohol misuse or dependency | [ ] | [ ] |
Persistent drug misuse or dependency | [ ] | [ ] |
Parkinson’s disease | [ ] | [ ] |
Narcolepsy or sleep apnoea | [ ] | [ ] |
Stroke (symptoms >1 month), recurrent TIAs | [ ] | [ ] |
Brain surgery / severe head injury / brain tumour | [ ] | [ ] |
Any other chronic neurological condition | [ ] | [ ] |
Serious memory problems / episodes of confusion | [ ] | [ ] |
Serious psychiatric illness / anxiety / depression requiring GP/Specialist treatment | [ ] | [ ] |
Any visual condition affecting BOTH eyes or visual field | [ ] | [ ] |
Persisting limb problems requiring vehicle adaptations | [ ] | [ ] |
Sight in one eye only | [ ] | [ ] |
Visual problems affecting either eye | [ ] | [ ] |
Angina, other heart condition or heart operation | [ ] | [ ] |
Any form of stroke, including minor or TIA | [ ] | [ ] |
Declaration
I hereby declare that I am fit to drive and that the information provided above is correct. I further declare that I will inform my Employer of any changes affecting my ability to drive legally or any changes to this fitness to drive declaration.
Staff Member Signature: _________________________
Date: _____ / _____ / ______
Line Manager Signature: _________________________
Date: _____ / _____ / ______
Driver Responsibilities
I acknowledge that as a professional driver it is my responsibility to ensure that I am always fit to carry out driving duties and that I will:
18. Vehicle Familiarisation Induction Sheet
Access & In Cab
Exterior Cab Items & Other Fitted Equipment
Load Security & Restraint
Training Log
Area | Date Completed | Line Manager Initials | Staff Initials |
|---|---|---|---|
Access & In Cab | //_____ | ______ | ______ |
Exterior Cab & Equipment | //_____ | ______ | ______ |
Load Security & Restraint | //_____ | ______ | ______ |
Final Sign-Off
I have reviewed this record and certify that induction training has been completed satisfactorily.
Transport Manager: _____________________________
Signature: _____________________________________
Date: _____ / _____ / ______
Staff Member: __________________________________
Signature: _____________________________________
Date: _____ / _____ / ______
Any section of this record not relevant to the post should be marked N/A in the date box and initialled.
19. Employee Driving Licence Declaration
Employee Name: ________________________________________
Employee Start Date: _____ / _____ / ______
Driving Licence Number: _________________________________
Declaration
I declare that the above-mentioned driving licence presented to (INSERT COMPANY NAME HERE) is my current driving licence and that I have no pending or outstanding court proceedings, including fixed penalty convictions, that may affect my eligibility to legally drive Company vehicles.
I further declare that I will advise the Company in writing of the details of any future convictions of any nature pertaining to my driving licence, or any changes in circumstances pertaining to my entitlement to drive any category of vehicle.
I agree to present the Company with my original driving licence for inspection periodically, when requested.
I authorise (INSERT COMPANY NAME HERE) to issue and request me to sign a DVLA (or equivalent) driver’s mandate to authorise periodic licence checks made directly by DVLA or another third party.
I will also advise (INSERT COMPANY NAME HERE) in writing of any health issues which may affect the validity of my driving licence or any entitlement contained therein.
I have received a written copy of (INSERT COMPANY NAME HERE) Employee Driving Licence Declaration. I fully understand the terms of the Policy and agree to abide by them.
Signed (Employee): ________________________________
Name (Print): ______________________________________
Date Received: _____ / _____ / ______
20. Company Policies (Text Sections)
From here, each policy section (Aggressive Driver, Alcohol and Drugs, Distracted Driver, Manual Handling, Mobile Phone, Vehicle Overloading, Refuelling, Seatbelt, Smoking, Speeding, Unauthorised Passenger, Vehicle Accident, Vulnerable Road Users) can be dropped in exactly as you supplied, under their own headings, like:
Aggressive Driver Policy
(INSERT COMPANY NAME HERE) Aggressive Driver Policy is to ensure…
[retain and paste your full policy text here in paragraphs and bullet points, as-is]
At the end of each policy, maintain the standard acknowledgement block:
Acknowledgement
I have received a written copy of (INSERT COMPANY NAME HERE) [Policy Name].
I fully understand the terms of the Policy and agree to abide by them.
Signed (Employee): ________________________________
Name (Print): ______________________________________
Date Received: _____ / _____ / ______
<<Business Name>> Drivers’ Hours and Working Time Policy |
DRIVERS HOURS, WORKING TIME POLICY
This policy outlines the rules and regulations regarding EU Regulation 561/2006 - Drivers' Hours, The GB Domestic Rules and the Road Transport (Working Time) Regulations 2005 for all employees of the company who are involved in driving activities.
This policy is designed to ensure compliance with the applicable legal requirements and to promote the safety of our drivers and other road users. << Business name>> will ensure that the planning of all workloads will fall within the respective legislation limits.
This policy applies to all employees of the company who operate company vehicles or drive on behalf of the company, including full-time, part-time, and temporary employees.
The RTWTR applies to drivers and crew members that are classed as mobile workers. These include drivers that are working in the scope of the EU Drivers’ Hours (but not those working out of scope of the EU Drivers’ Hours, for example working under GB Domestic Hours)
Name: | <<Insert Full Name>> |
Company: | <<Business name>> |
Position: | |
Date | <<Date>> |
Signature: |
<<Business Name>> Driving Standards Policy |
DRIVING STANDARDS POLICY
The purpose of this policy is to establish comprehensive driving standards for employees and contractors of << Business name>>. This policy aims to prioritize safety, minimize accidents, protect employees and the public, and safeguard the company's assets. It provides guidelines for responsible driving behaviour and disciplinary actions to ensure compliance with applicable laws and regulations.
This policy applies to all employees and contractors who operate company-owned vehicles, rental vehicles on company business, or their personal vehicles. It encompasses all work-related driving activities, including commuting, client visits, deliveries, and any other driving tasks conducted on behalf of the company. It also includes driving for personal use, as infringements caused whilst driving for personal use may affect an individual’s vocational licence.
Name: | <<Insert Full Name>> |
Company: | <<Business name>> |
Position: | |
Date | <<Date>> |
Signature: |
<<Insert Company Name>>
DRIVER HANDBOOK
Point of Contact:
<<Add Details Here>>
Contents:
Introduction
This handbook outlines the minimum standards in terms of the use of [Insert Company Name] company owned vehicles or vehicles owned by others being used on Company business. Please read it carefully and ensure you follow its requirements. If you have any queries regarding the content of the Handbook, please contact one of the Directors or the Transport Manager (hereafter summarised as “management”) responsible for the vehicle fleet.
[Insert Company Name] reserves the right to change the contents of the Handbook at any time. Any changes will be made known to you. You must keep this handbook readily accessible to you for reference. It is recommended that you keep it in your vehicle. A digital copy can be provided for you to keep on a mobile device. We wish you safe travel in your company vehicle. Remember, safe and competent driving performance is your responsibility.
Conditions of Use
If [Insert Company Name] has provided you with a vehicle to use for work purposes, the vehicle should be made available for business purposes to other members of staff who are authorised to drive on company business as and when required. You are required to keep your company vehicle in good condition and ensure that it is roadworthy and safe to use at all times.
As an authorised driver you will also be required to fill out a mandate form to allow the status of your driving licence to be checked on a regular basis.
Permission to Drive and Unauthorised Passengers
Only current employees who have been given authority by your fleet manager have permission to drive a company vehicle. Prior to authorisation, the driver licence check mandate form must be filled out and sent to your fleet manager to allow the status of your driving licence to be checked.
[Insert Company Name] reserves the right to refuse authorisation at its own discretion. Provisional licence holders are not permitted to drive company vehicles.
[Insert Company Name] reserves the right to require you to attend and complete driving safety education events when required. You will be required to undertake driving safety induction training as part of the procedure for obtaining your permission to drive.
It should not automatically be assumed that passengers can travel in the company vehicles. Often sites have age limits and there are exemptions listed in the company vehicle insurance policies that preclude the carriage of passengers. Permission must be sought from management before carrying any unauthorised personnel.
Driver Code of Conduct
There is a legally enforceable Code of Practice for work related driving - The Highway Code. Vehicle collisions on the road are often a failure of the driver(s) concerned to drive in a manner appropriate to the prevailing situation. This may be due to attitude, distraction or other failure to apply safe driving practice. Below are reminders about safe and responsible driving practice:
Collision/Incident Recording and Reporting
Consider your own safety first. If your vehicle is immobile and you and your passengers are uninjured, get out and find a safe place away from moving traffic. Render assistance to others if it is safe to do so. Ensure that the emergency services are called if required by the circumstances of the incident e.g.
Influencing other parties:
Any incident involving the company vehicle should be notified to the management as soon as practicable. Where there is doubt about the legality of other vehicles involved in the event of a collision involving a company vehicle, this should also be notified to the management. If you have a collision information form present, please follow the instructions on the form and obtain all necessary details. This is an exchange of information form and enables you to provide relevant details to the third party involved in the collision.
Please ensure that you make a note of the number of people in the third-party vehicle if another vehicle is involved in the collision. If possible, make a note of the names of the passengers in the third-party vehicle. If you have a camera phone and it is safe for you to do so, take photographs of the collision scene from a number of different locations and distances as well as the damage incurred to both vehicles. A sketch of the collision scene would also be useful.
In certain circumstances you are legally required to report motor vehicle collisions to the Police. Section 170 of the Road Traffic Act 1988 requires drivers to report to a police officer or police station that they have been involved in a collision involving in any of the following.
If any of the above apply, the collision must be reported to a police officer or police station AS SOON AS PRACTICABLE AND IN ANY CASE WITHIN 24 HOURS. Remember, failing to stop after a collision and/or failing to notify the other party, or report to the police as required above, you may be prosecuted. The management will report any incident to the police based on the above guidelines.
At no time must any member of the company admit liability. Any indication of admittance or acceptance of blame will be held against you and this company by third parties, insurance companies, police and courts. Confirm your name and personal details, give an accurate description of circumstances surrounding the incident, but keep the information precise and do not offer additional information, reasoning or justification, unless being interviewed under caution.
Collision Investigation
As part of the company's on-going risk management initiative, the Management will record and investigate all collisions and incidents. This will allow collision causation to be determined so preventative steps can be taken to minimise the chance of a recurrence. [Insert Company Name] reserves the right to require you to attend collision investigation interviews, a management debrief, a driver profiling session or driver education following a collision.
Breakdowns
If your vehicle breaks down whilst you are driving, pull over in as safe a place as possible. Do not attempt to make any vehicle repairs. Please contact the management for advice or, if previously advised, call out the company breakdown service providers. Switch off the engine, turn on the hazard lights and wait in a safe place away from the vehicle. If you have to wait by the roadside wear appropriate clothing (including a hi-visibility item of clothing, which you should always keep in the vehicle for such circumstances)
Receiving and Returning a Vehicle
When receiving your vehicle, please read the vehicle manufacturers handbook carefully. Always keep the vehicle handbook in the glove box of the vehicle. A motor vehicle is defined in law as work equipment and you are required to know how to operate that vehicle safely and legally. This includes familiarising yourself with any safety features that may differ from your last vehicle. When returning your vehicle, please ensure that it is clean inside and outside and with a service logbook that is up to date.
Please note that the company reserves the right to charge you for repairs to wear and damage to your vehicle that is deemed excessive.
Motorway Driving
Motorways are our safest roads; they are designed for higher speed driving. As such, there are fewer physical distractions; this permits the driver to concentrate on other moving traffic around them. A negative consequence of this is that drivers may become less attentive or bored and can easily fail to anticipate actions of other drivers.
When joining the motorway, glance over your shoulder to check your blind spot and don't forget to signal. Joining means you must give way if necessary, do not automatically expect other drivers to make way for you. If you are on the main carriageway passing a joining slip road (acceleration lane), be prepared for joining drivers expecting you to make way for them, whilst this is not good practice, it is a feature of many motorway collisions. Be ready to adjust speed if necessary to make space for the joining vehicle or change lane if safe to do so. When on the motorway, signal your intention to manoeuvre and wait until it is safe to manoeuvre. You should only overtake on the right, Highway Code rule 268 states:
“Do not overtake on the left or move to a lane on your left to overtake. In congested conditions, where adjacent lanes of traffic are moving at similar speeds, traffic in left-hand lanes may sometimes be moving faster than traffic to the right. In these conditions you may keep up with the traffic in your lane even if this means passing traffic in the lane to your right. Do not weave in and out of lanes to overtake"
Only stop on the hard shoulder in an emergency. Try your best to stop near an emergency telephone; this will minimise how far you need to walk on the hard shoulder. Park as far to the left of the emergency lane as possible and turn wheels to the left. Always use your hazard lights when stationary on the hard shoulder. Exit the vehicle by the passenger door and lock all the doors.
Wear hi-visibility clothing and stand behind the barrier if present. DO NOT stand in front of your vehicle whilst awaiting assistance. Always watch oncoming traffic — there are many incidents where vehicles waiting on the hard shoulder are struck by passing vehicles.
Do not attempt even simple repairs on the motorway; contact the vehicle recovery service provided. Use the emergency telephone, the call is free and it will give the Police control operator your exact position. Remember that emergency telephones do not have a dialling tone. Face oncoming traffic when you are using the telephone.
Remember, on returning to your vehicle, wait on the embankment or verge, away from the edge of the carriageway. If an unidentified vehicle stops and you are alone, get back in your vehicle in the nearside and lock the doors. It is illegal for anyone but a breakdown service, Highways Agency vehicle or emergency service vehicle to stop on the motorway and offer assistance.
Speeding and Parking Offences
Always comply with the speed limit on the road you are using and never drive faster than is appropriate for the prevailing conditions. Speeding convictions and traffic related prosecutions must be reported to the management immediately, irrespective of whether you were driving for work or outside work and irrespective of the vehicle you were driving. The payment of any fines resulting from motoring or parking offences is your responsibility. If you drive a company vehicle and fail to pay a fine, the charge will be deducted from your salary and you may be charged an administration cost. Remember that this policy requires you to drive to the standards laid down in the Highway Code. Breaching those standards will be viewed as a failure to comply with this policy and may result in disciplinary action.
The Company, as part of their agreements surrounding the issue of an Operator Licence, has a duty to inform the Office of The Traffic Commissioner of any points or any summary conviction affecting your driving licence.
Aggressive Driving Behaviour and Road Rage
Drivers may become aggressive due to stress or other mood states. If you are prone to becoming impatient with other road users, then you are at a higher risk of demonstrating aggressive behaviour toward others. Try and be aware of any such trait in your driving (especially when under pressure) and the effects it may have on your driving performance in terms of exposing you to escalating conflict with other drivers. Failure to maintain appropriate levels of awareness, and a general raising of the risk of being involved in a collision.
When you experience aggression from other road users, you should make every effort to avoid engaging with them. Avoid eye contact and concentrate on control of your vehicle and the driving situation around you.
Insurance
You are insured to drive your company provided vehicle in connection with the business of the company. Any other use of your company provided vehicle is not covered by the company's insurance policy unless otherwise agreed by the management. This includes private use of a commercial vehicle.
Following an incident, any third party communication, notice of intended prosecution or summons must be passed to the fleet manager, unanswered, immediately. Insurance does not extend to individuals who have been disqualified from driving. If you are requested to show your Certificate of Insurance to the Police and you drive a company vehicle, request a copy of the certificate from the management and you will receive a copy in a timely manner to ensure you can produce the certificate within the legally required 7 days.
If our insurers charge additional premium in respect of individual drivers due to that drivers' claims history, the company reserve the right to charge the additional cost to the driver.
Driving Licence
Any person driving on company business must hold the appropriate and valid category of licence for that vehicle at all times.
[Insert Company Name] reserves the right to validate driving licences via the data stored on the DVLA and Government website. All drivers must complete a driver mandate form to enable this validation to take place. The completed mandate is valid for three years, but should the employee leave the company, the mandate will be cancelled and no further checks will be undertaken.
[Insert Company Name] reserves the right to assess your driving competency and safety using an appropriately qualified driving assessor or proprietary on-line driver profiling tool when:
If you have been banned from driving, when you receive your licence following the ban, you must notify the management before you drive on company business. This will allow enquiries to be made as to whether you will be covered under the motor fleet insurance policy.
[Insert Company Name] reserves the right to carry out driver licence checks on the following basis:
If driving is a requirement for the fulfilment of your job role at [Insert Company Name], the loss of your licence due to driving convictions, may result in the loss of your employment or use of your services.
In Car Distractions
Driver distraction is the primary causal factor in over 67% of crashes. Distraction can be caused by a variety of things:
Internal distraction - this could be caused by stress (work-related or otherwise), illness, or other non-driving related concerns that cause your mind to drift resulting in loss of concentration on the driving task.
External distractions - these may be environmental e.g.; distracted by something going on outside the vehicle away from the direct driving situation. Or they may be self-generated such as phone conversation (hand-held or hands- free), interaction with in car technology (sat-nay, in car entertainment or ancillary equipment), passenger interaction (children, dogs etc.).
Company vehicles are classed as workplaces and work equipment. Smoking in a workplace is illegal. You must not smoke in a company vehicle. You should also refrain from eating and drinking whilst driving, as these activities also provide a driving distraction and, if proven to be a contributary factor, could be classed as an offence of “Driving Without Due Care and Attention”.
Mobile phones must not be used whilst driving, unless a legally compliant hands-free kit is available for use. Even so, it is important to know that the use of hands-free phones considerably reduces your ability to respond to developing hazards as you focus on the conversation.
It is legal to use a mobile phone with hands free kit, but [Insert Company Name] request that only incoming calls are taken and kept to a minimum duration. If you need to make a call, or if you need to take a call that is going to be long and detailed, you must find a safe place to pull over, switch off the engine and make the call. Drivers engaged in hands-free telephone conversations have been prosecuted for offences where the phone conversation can be shown to have caused distraction leading to an incident. Police will generally check mobile phone records of drivers involved in crashes.
Other nomadic devices like tablet computers and smartphones with applications and email functionality must not be used when driving.
Satellite navigation tools can be useful, but the destination must be set before the vehicle starts its journey. If you need to change the destination in the device, pull over in a safe manner and make the necessary adjustments whilst the vehicle is stationary. The device must also be located so as not to obscure the view through the windscreen. The ideal position in most vehicles is the bottom right hand corner of the windscreen. However if using a charging cable to connect to a power socket, be careful that the cable is safely routed to the device. Satellite devices that obscure part of the visibility through the front windscreen are an offence.
There is a specific mobile phone and satellite navigation policy which you must familiarise yourself with before driving for business purposes. Obtain permission for fitting ancillary equipment to your company vehicle from the management. The management must also be consulted on the positioning of ancillary equipment.
Health Issues
You must notify management if you have any medical condition which could impair your ability to drive safely.
The DVLA sets minimum medical standards for drivers and includes medical conditions that have to be reported to DVLA.
There are additional rules that apply to drivers of minibuses, buses and goods vehicles over 3,500 kg in weight. Some of the conditions that need to be reported include:
Further guidance can be found in the leaflet 'At a Glance Guide to the Current Medical Standards of Fitness to drive', which is available, free from DVLA. It is a criminal offence not to report a relevant condition to the DVLA and employers who conceal this information about their employees can also be prosecuted.
If a doctor has advised against driving a vehicle, you must not drive any vehicle until a doctor certifies that you are fit to drive again.
Some prescription medicines will affect your ability to drive safely due to them making you feel drowsy. Be sure to ask your GP if the medicine you are being prescribed affects your ability to drive. Be aware that some over-the-counter medication may also affect your ability to drive. Always read the label on the medicine and do not drive if you are affected.
Driver Fatigue
Driving when tired is a significant contributory factor in road crashes. It is your responsibility to ensure you are fit to drive. You should plan your journey so you have time to take breaks. The Assimilated Driving Hours 561/2006 are in place to improve road safety and working conditions. Useful tips to remember include:
Sleep Apnoea
Sleep Apnoea is a condition that prevents people from achieving a restful night’s sleep as it interrupts sleep by causing the sufferer to stop breathing, frequently through the night, thus causing them to suddenly awake in effect, in order to take a breath. The condition mainly affects older people, or those who may be overweight. As with many other sleep disorders, many people who suffer from it do not realise they have the condition and it is thought to be a factor in many road traffic collisions.
This condition (along with many other types of sleep disorder) can cause you to fall asleep at the wheel. Obstructive Sleep Apnoea is a medical condition and more than just feeling tired.
Symptoms to look out for include:
You need to consult your GP if you suspect you may have this, or other sleep disorder condition as it presents a hazard to drivers. Most sleep disorders can be successfully treated.
Eyesight
You must take an eyesight test with an optician every 2 years or immediately if you suspect you have a problem with your eyesight. If you need prescription lenses for driving you must wear them whenever you drive and for summer driving, ensure that sunglasses have prescription lenses too.
In addition to the two yearly tests, [Insert Company Name] reserves the right to require you to carry out periodic eyesight checks to the standard specified in The Highway Code. Your line manager will contact you on this matter if an eyesight check is required.
Private Use & Business Use
When being used for non-business driving where permitted, the vehicle must not be used for competitions, racing or off-road driving activities. Driving tuition must not be provided in company vehicles.
Only [Insert Company Name] employees are permitted to use company vehicles for business purposes. You must ensure that your company vehicle is always available for business use. You must where required, also comply with the company procedure for recording business mileage covered in your vehicle.
As previously mentioned, private use of a commercial vehicle may invalidate the insurance.
Weather Conditions
Be aware of speed when driving in wet or icy conditions. Slow down, keep your distance from the vehicle in front and always ensure your windscreen wipers are in good condition so your visibility in wet weather is not compromised. If you feel your vehicle hydroplane or skid, ease your foot off the accelerator as you gently steer into the skid. Apply brakes smoothly if necessary. If you feel the anti-lock braking system operating (a buzzing/rumbling type sound along with a vibrating brake pedal) maintain pressure on the pedal.
Do not attempt to drive through water if you do not know the depth and never drive through water that is deeper than the underside of the vehicle. In foggy weather, use your fog lights with dipped headlights and use your foot brake lightly so cars behind can see your lights.
Slow down and keep your distance from the vehicle in front. When driving on snow or ice, if your vehicle skids, don't brake sharply, steer gently and smoothly into the skid until you regain control. If conditions are treacherous, think twice about driving; call the management to discuss other transport options.
Most modern fleet vehicles will be equipped with Anti-lock brakes and Traction Control/ other driver assistance devices. Check your handbook to be sure of what devices are fitted to your vehicle. This equipment must not encourage you to drive at inappropriate speeds in poor conditions.
Drinking & Drugs
You must not drink alcohol and drive. Any breach of this rule whilst you are on a business journey could result in your instant dismissal from your employment or the cessation of using your services. You should always remember that it is still possible to be 'over the limit' from alcohol consumed the previous night. If you are in any doubt, do not drive.
It is also an offence to drive a vehicle if your ability to do so is impaired by the use of recreational drugs, or even prescribed or non-prescribed drugs. Always check that prescription medicines will not affect your ability to drive. If you are caught by the Police whilst driving under the influence of drugs, you are liable to prosecution and you may face disciplinary procedures. [Insert Company Name] has a zero tolerance to drug driving.
If employed and you cannot drive because of medicines that have been prescribed to you, the company will seek alternative duties until you can commence driving.
Passengers, Children & Seat Belts
You are not permitted to pick up hitchhikers in a company vehicle, or carry passengers for hire or reward. When carrying authorised passengers, do not exceed the seating capacity of the vehicle and ensure that all passengers wear seat belts unless you can verify that they hold a valid medical exemption certificate.
Parking & Manoeuvring
Most Company vehicle damage results from slow speed manoeuvring. These are for the most part, preventable incidents that cumulatively produce considerable direct financial loss to the Company. Exercise caution when parking, use effective all-round observation and remember the following:
Night Driving
Our visual perception and periphery vision are significantly compromised when we drive at night as our eyes receive information differently in low light/dark conditions. To make night driving easier; ensure that your lights and windows are clean, ensure headlights are correctly adjusted and working. Avoid glare from approaching vehicles by monitoring the left edge of the road until the other vehicle passes. If you have concerns about your night vision you should consult an optician.
Vehicle Management
You are also required to carry out regular simple checks on your vehicle. The following checks should be undertaken:
Daily Checks — walk round check to include the item listed and associated with the headings on the vehicle check sheet.
Weekly Checks — engine oil level, radiator water level, tyre pressure and tread wear, windscreen washer reservoir level, clutch and brake fluid reservoir levels and a visual check of the engine compartment.
Non-collision repairs
The authorised maintenance company will repair company vehicles on condition that the vehicle has been appropriately serviced and maintained. Any defects found whilst conducting the vehicle check must be noted on the recording sheet provided and notified to the management for a decision to be made on the suitability of the vehicle being used. Contact the management for more instructions on the non-collision repairs and defect reporting procedure for your vehicle.
Vehicle Security
Always drive with your doors locked. In the unlikely event that a person forces you to hand over the keys to your car, do not resist. Never leave your vehicle unattended with the keys in the ignition e.g. when warming up the car in Winter, insurance cover may be invalidated if you do so.
Always lock your vehicle when it is unattended. The vehicle alarm immobiliser must always be used. Disciplinary action may be taken if a theft from or of a vehicle is made and any such device has not been deployed. Please ensure that you consider the security risk of any location in which you leave a company vehicle.
To reduce the risk of losses, all personal effects or items/equipment should be locked out of sight wherever possible, or preferably be removed from the vehicle. This includes removable audio players, portable navigation devices and their mounting brackets or any other detachable devices that may attract thieves.
When leaving the vehicle away from the Operating Centre, do not leave car keys close to doors with letter boxes or visible through windows.
Seat Positioning
To minimise the possibility of suffering back, neck or shoulder discomfort, it is important to adjust the drivers' seat appropriately. Your handbook may give guidance on this.
As a general guide, the shoulder blades should be in contact with the back of the seat and the lower spine should not push into the back support. The back of the head should rest on the head restraint. You should be able to rest your wrist on top of the steering wheel without stretching forward.
You should avoid sitting too close to the steering wheel as this may restrict your ability to move the steering wheel and you could risk injury from the airbag if activated. A general guideline of 25cm may be considered, but as manufacturers differ then you should consult your handbook or vehicle manufacturer. The head restraint must be as close to the back of the head as possible. The top of the restraint should be as high as the top of the head
Load Carrying
You are required to load your vehicle in a way that does not cause danger to you, your passengers or other road users. Remember to place heavy items low in the vehicle and preferable in the luggage area rather than seating.
Spread the load as evenly as possible, load heavy items along the centre of the vehicle and ensure that loads are restrained to prevent movement in transit or in the event of a collision. Please ensure that the manufacturer handbook is referred to in order to obtain vehicle loading limits and information on restraining points. For heavy or large items, it is recommended that a risk assessment should be undertaken before loads are carried.
As part of your induction, training will be given on safe loading practices. The Government website has a guide titled “Securing loads on HGVs and goods vehicles”. This should be read.
If the vehicle has been provided with a fire extinguisher, do not use the extinguisher unless you, your passengers or others, are at risk from fire. Vehicle materials can be toxic and/or explosive when burning. If a fire occurs you are advised to vacate the vehicle, get well away from it and call the emergency services. A fire extinguisher must be securely fitted in an easily accessible place that does not interfere with driving control, or in a position whereby it may cause injury to the driver or passengers.
Windscreens
In the event of damage to the windscreen or windows, please inform the management as soon as it has occurred. If it is noticed on your walk round check, note on the defect sheet and notify the management.
Tyres
If a tyre on your vehicle is punctured or damaged, drive slowly to a place that is safe to stop at. Switch on your hazard warning lights and use your emergency triangle if you have one. Inform the management. [Insert Company Name] has a tyre and wheel torque policy in place, which you should be aware of.
Speedometer and tachograph
It is an offence to drive the vehicle when the speedometer is defective. It is your responsibility to ensure that the speedometer is in proper working order at all times. If there is a problem with the odometer, please contact the management.
A defective tachograph is also an offence. Should a tachograph stop working whilst in service, if possible, take a print out from the tachograph and fill in all relevant details. If this is not possible, write on a separate sheet (or on blank tachograph paper)
Cleanliness
You are required to maintain your vehicle in a clean condition both internally and externally. The company reserves the right to inspect vehicles at any time. If valet services are required, the vehicle driver will be asked to reimburse the company.
Useful Advice
<<Business Name>> Clandestine Procedure Policy |
ARRANGEMENTS AND PROCEDURES
It will be the policy of <<Business name>> (“the Business”) that the Company and all staff (whether employed or acting on behalf of the Company) understands their obligation towards complying with the Immigration and Asylum Act 1999, The Carriers’ Liability (Amendment) Regulations 2023 and any subsequent legislation relevant to the prevention, detection and management of incidents involving clandestine travellers on vehicles and/or trailers entering the UK.
<<Business name>> will provide training and relevant information as needed to ensure that employees are:
Decisions relating to on-going training will be reviewed on a regular basis.
All employees or contractors involved in international transportation will be required to attend training/updates to ensure they are familiar with all aspects of preventing clandestine travellers accessing the vehicle, and the processes to follow should a clandestine traveller be discovered.
<<Business name>> will provide a means of recording regular checks that have been made on the vehicle and/or trailer. This must be carried with the driver when they are undertaking an international journey. It will need to be completed as shown during the training session(s) and returned to the traffic office upon completion of the journey.
The checklist provided will, as a minimum, be designed in accordance with Regulation 2 of the Carrier’s Liability Regulations 2002 (as amended) and will be reviewed and updated as necessary.
Current guidance is provided by the Government on their website. <<Business name>> will regularly check to confirm that the instructions given in the training session(s) provide up-to-date information on the following:
Name: | <<Insert Full Name>> |
Company: | <<Business name>> |
Position: | |
Date | <<Date>> |
Signature: |
The following USEFUL LINKS do not form part of the policy and are for reference.
Vehicle Check List (Complies with Regulation 2 of the Carrier’s Liability Regulations 2002 (as amended)
Government Clandestine Entrant Civil Penalty Scheme (information pertaining to the content of the training required)
https://www.gov.uk/guidance/clandestine-entrant-civil-penalty-scheme
Border Force Poster
<<Business Name>> Complaints Policy |
<< Business name>>is dedicated to delivering exceptional services to our customers and maintaining the highest standards of professionalism and customer satisfaction. We understand that complaints may arise from time to time, and we consider them as valuable feedback for improvement. This policy outlines the procedures and guidelines for effectively and efficiently addressing and resolving complaints within our organization.
A complaint is defined as any expression of dissatisfaction, whether received verbally, in writing, electronically, or through any other means, related to our services, employees, products, or business operations.
3.1 Fairness and Objectivity:
3.2 Confidentiality:
3.3 Timeliness:
3.4 Compliance:
4.1 Receipt of Complaint:
4.2 Acknowledgment:
4.3 Investigation and Resolution:
4.4 Communication and Feedback:
4.5 Escalation:
Name: | <<Insert Full Name>> |
Company: | <<insert business name>> |
Position: | |
Date | <<Date>> |
Signature: |
COMPLIANCE AUDIT
WELCOME
This template document shows all the areas and system checks that need to be carried out for the audit process. It also highlights the required record keeping for all transport companies to stay compliant.
Please use this template in conjunction with the online course and complete it to carry out a compliance self-audit on your business.
Contents
Section One – Operator Licence
1.1 Correct legal entity
1.2 Appropriate Licence
1.3 Operating Centres
1.4 Conditions or undertakings on the licence
1.5 Notifiable Changes
1.6 Authorised vehicles and trailers
1.7 Vehicles and Trailers Specified
Section Two – Transport Manager or Responsible Person
2.1 Current knowledge and competence
2.2 Continuous and effective management and control of the transport operation
Section Three – Vehicle Standards
3.1 Maintenance facilities and technical staff (in-house maintenance)
3.2 Maintenance contracts
3.3 Forward Planning
3.4 Inspection Frequency
3.5 First-Use Inspections
3.6 Third-Party Trailers
3.7 Vehicle off Road (VOR)
3.8 Safety Inspection Documentation
3.9 Braking Performance Assessment
3.10 Annual Test Inspections
3.11 Tachograph and Speed Limiter Equipment
3.12 Sustainability and Environmental Management
3.13 Wheel and Tyre Management
3.14 Driver Walkaround Checks
3.15 Driver Defect Reporting
3.16 Vehicle Recalls
3.17 Prohibitions and Safety-Critical Defects
Section Four – Drivers’ Hours
4.1 Tachograph – driver and company card management
4.2 Scheduling and Route Planning
4.3 Downloading of Driver Cards and Vehicle Units
4.4 Return of Records
4.5 Working Time Directive and Monitoring of Non-EU/AETR Regulated Drivers
4.6 Monitoring of EU and AETR Driver’s Hours Regulations
4.7 Tachograph Analysis
4.8 Infringement Reporting
4.9 Speed Limit Compliance
4.10 Keeping of Records
Section Five – Operational Management
5.1 Reporting and monitoring of Key Performance Indicators Electronically
5.2 Reporting and monitoring of Key Performance Indicators Manually
5.3 Key Performance Indicators at Periodic Audit
5.4 Notification of Incidents and Procedures for Public and Customer Feedback
5.5 Insurance
5.6 Vehicle Excise Duty
5.7 Vehicle Weight and Height Compliance
5.8 Load Security Equipment
5.9 Specialist Equipment or Loads
5.10 Management of Non-Operator Licence Vehicles and Equipment
5.11 Agency Drivers
5.12 Sub-Contracted Hauliers
5.13 Hiring Vehicles
5.14 International Operations and Cabotage
Section Six – Security Requirements
6.1 Security Requirements
Section Seven – Driver Management
7.1 Driver recruitment
7.2 Driving licence and Driver Certificate of Professional Competence (CPC) monitoring
7.3 Driver pay and incentives
7.4 Management of Driver Behaviour
Section Eight – Training and Driver Behaviour
8.1 Driver CPC training
8.2 Other relevant driver training and engagement
8.3 Other operational staff training
Section Nine –Policies
9.1 Road Traffic Legislation and the Highway Code
9.2 Work-Related Road Safety
9.3 Safe and Considerate Parking of Vehicles when away from Base
9.4 Drink, Drugs and Driver Health Policy
9.5 Mobile Phone and the use of other in-cab technology
9.6 Additional Safety Equipment
9.7 Health and Safety and Staff Fatigue Policy
9.8 Working at Height and the prevention of Falls from Vehicles
9.9 Whistleblowing Policy
Section Ten – ADR – Carriage of Dangerous Goods
10.1 Dangerous Goods Safety Advisor
10.2 ADR Training
10.3 ADR Specific Vehicle and Trailer Requirements
10.4 Safety Equipment and Personal Protective Equipment
10.5 Documentation, Placarding and Marking of Vehicles
10.6 Load Security and Integrity
Audit Reference Section One – Operator Licence
Reference 1.1 - Correct Legal Entity
Reference 1.2 - Appropriate Licence
Reference 1.3 – Operating Centre
Reference 1.4 – Conditions or Undertakings on the Licence
Reference 1.5 – Notifiable Changes
Reference 1.6 – Authorised Vehicles and Trailers
Reference 1.7 – Vehicles and Trailers Specified
Audit Reference Section Two – Transport Manager or Responsible Person
2.1 Current Knowledge and Competence
2.2 Continuous Control and effective Management of the Transport Operation
Audit Reference Section Three – Vehicle Standards
3.1 Maintenance Facilities and Technical Staff (In-House Maintenance)
3.2 Maintenance Contracts
3.3 Forward Planning
3.4 Inspection Frequency
3.5 First Use Inspections
3.6 Third-Party Trailers
3.7 Vehicle Off Road (VOR)
3.8 Safety Inspection Documentation
3.9 Braking Performance Assessment
3.10 Annual test inspections
3.11 Tachograph and speed limiter equipment
3.12 Sustainability and environmental management
3.13 Wheel and tyre management
3.14 Driver Walkaround Checks
3.15 Driver defect reporting
3.16 Vehicle recalls
3.17 Prohibitions and safety-critical defects
Audit Reference Section Four – Drivers’ Hours
4.1 Tachograph – driver and company card management
4.2 Scheduling and route planning
4.3 Downloading of driver cards and vehicle units
4.4 Return of Records
4.5 Working time directive and monitoring of non-EU/AETR regulated drivers
4.6 Monitoring of EU and AETR drivers’ hours regulations
4.7 Tachograph analysis
4.8 Infringement Reporting
4.9 Speed limit compliance
4.10 Keeping of records
Audit Reference Section Five – Operational Management
5.1 Insurance
5.2 Vehicle Excise Duty
5.3 Vehicle Weight and Height Compliance
5.4 Load Security and Equipment
5.5 Specialist Equipment or Loads
5.6 Agency Drivers
5.7 Sub-Contract Hauliers
5.8 Hiring Vehicles
5.9 International Operations and Cabotage
Audit Reference Section Six – Security Requirements
6.1 Security Requirements
Audit Reference Section Seven – Driver Management
7.1 Driver Recruitment
7.2 Driving licence and driver certificate of professional competence (CPC) monitoring
7.3 Driver Pay and Incentives
7.4 Management of Driver Behaviour
Audit Reference Section Eight – Training and Driver Behaviour
8.1 Training
8.2 Other Relevant Driver Training and Engagement
8.3 Other Operational Staff Training
Audit Reference Section Nine – Policies
9.1 Road Traffic Legislation and the Highway Code
9.2 Safe and Considerate Parking of Vehicles when away from the base
9.3 Drink, Drugs, and Driver Health Policy
9.4 Mobile Phone and the use of other In-Cab Technology
9.5 Additional Safety Equipment
9.6 Health and Safety and Staff Fatigue Policy
9.7 Working at Height and Prevention of Falls from Vehicles
9.8 Whistleblowing Policy
Audit Reference Section Ten – ADR Carriage of Dangerous Goods
10.1 Dangerous Goods Safety Advisor
10.2 ADR Training
10.3 ADR Specific Vehicle ad Trailer Requirements
10.4 ADR Safety Equipment and Personal Protective Equipment (PPE)
10.5 Documentation, Placarding and Marking of Vehicles
10.6 Load Security and Integrity
Summary of the Audit.
Please make comments here
Recommendations of the Audit.
Please make comments here regarding any recommendations.
Compliance Audit
Welcome
This template document shows all the areas and system checks that need to be carried out for the audit process. It also highlights the required record keeping for all transport companies to stay compliant.
Please use this template in conjunction with the online course and complete it to carry out a compliance self-audit on your business.
Contents
Section One – Operator Licence
1.1 Correct legal entity
1.2 Appropriate Licence
1.3 Operating Centres
1.4 Conditions or undertakings on the licence
1.5 Notifiable Changes
1.6 Authorised vehicles and trailers
1.7 Vehicles and Trailers Specified
Section Two – Transport Manager or Responsible Person
2.1 Current knowledge and competence
2.2 Continuous and effective management and control of the transport operation
Section Three – Vehicle Standards
3.1 Maintenance facilities and technical staff (in-house maintenance)
3.2 Maintenance contracts
3.3 Forward Planning
3.4 Inspection Frequency
3.5 First-Use Inspections
3.6 Third-Party Trailers
3.7 Vehicle off Road (VOR)
3.8 Safety Inspection Documentation
3.9 Braking Performance Assessment
3.10 Annual Test Inspections
3.11 Tachograph and Speed Limiter Equipment
3.12 Sustainability and Environmental Management
3.13 Wheel and Tyre Management
3.14 Driver Walkaround Checks
3.15 Driver Defect Reporting
3.16 Vehicle Recalls
3.17 Prohibitions and Safety-Critical Defects
Section Four – Drivers’ Hours
4.1 Tachograph – driver and company card management
4.2 Scheduling and Route Planning
4.3 Downloading of Driver Cards and Vehicle Units
4.4 Return of Records
4.5 Working Time Directive and Monitoring of Non-EU/AETR Regulated Drivers
4.6 Monitoring of EU and AETR Driver’s Hours Regulations
4.7 Tachograph Analysis
4.8 Infringement Reporting
4.9 Speed Limit Compliance
4.10 Keeping of Records
Section Five – Operational Management
5.1 Reporting and monitoring of Key Performance Indicators Electronically
5.2 Reporting and monitoring of Key Performance Indicators Manually
5.3 Key Performance Indicators at Periodic Audit
5.4 Notification of Incidents and Procedures for Public and Customer Feedback
5.5 Insurance
5.6 Vehicle Excise Duty
5.7 Vehicle Weight and Height Compliance
5.8 Load Security Equipment
5.9 Specialist Equipment or Loads
5.10 Management of Non-Operator Licence Vehicles and Equipment
5.11 Agency Drivers
5.12 Sub-Contracted Hauliers
5.13 Hiring Vehicles
5.14 International Operations and Cabotage
Section Six – Security Requirements
6.1 Security Requirements
Section Seven – Driver Management
7.1 Driver recruitment
7.2 Driving licence and Driver Certificate of Professional Competence (CPC) monitoring
7.3 Driver pay and incentives
7.4 Management of Driver Behaviour
Section Eight – Training and Driver Behaviour
8.1 Driver CPC training
8.2 Other relevant driver training and engagement
8.3 Other operational staff training
Section Nine –Policies
9.1 Road Traffic Legislation and the Highway Code
9.2 Work-Related Road Safety
9.3 Safe and Considerate Parking of Vehicles when away from Base
9.4 Drink, Drugs and Driver Health Policy
9.5 Mobile Phone and the use of other in-cab technology
9.6 Additional Safety Equipment
9.7 Health and Safety and Staff Fatigue Policy
9.8 Working at Height and the prevention of Falls from Vehicles
9.9 Whistleblowing Policy
Section Ten – ADR – Carriage of Dangerous Goods
10.1 Dangerous Goods Safety Advisor
10.2 ADR Training
10.3 ADR Specific Vehicle and Trailer Requirements
10.4 Safety Equipment and Personal Protective Equipment
10.5 Documentation, Placarding and Marking of Vehicles
10.6 Load Security and Integrity
Audit Reference Section One – Operator Licence
Reference 1.1 - Correct Legal Entity
Reference 1.2 - Appropriate Licence
Reference 1.3 – Operating Centre
Reference 1.4 – Conditions or Undertakings on the Licence
Reference 1.5 – Notifiable Changes
Reference 1.6 – Authorised Vehicles and Trailers
Reference 1.7 – Vehicles and Trailers Specified
Audit Reference Section Two – Transport Manager or Responsible Person
2.1 Current Knowledge and Competence
2.2 Continuous Control and effective Management of the Transport Operation
Audit Reference Section Three – Vehicle Standards
3.1 Maintenance Facilities and Technical Staff (In-House Maintenance)
3.2 Maintenance Contracts
3.3 Forward Planning
3.4 Inspection Frequency
3.5 First Use Inspections
3.6 Third-Party Trailers
3.7 Vehicle Off Road (VOR)
3.8 Safety Inspection Documentation
3.9 Braking Performance Assessment
3.10 Annual test inspections
3.11 Tachograph and speed limiter equipment
3.12 Sustainability and environmental management
3.13 Wheel and tyre management
3.14 Driver Walkaround Checks
3.15 Driver defect reporting
3.16 Vehicle recalls
3.17 Prohibitions and safety-critical defects
Audit Reference Section Four – Drivers’ Hours
4.1 Tachograph – driver and company card management
4.2 Scheduling and route planning
4.3 Downloading of driver cards and vehicle units
4.4 Return of Records
4.5 Working time directive and monitoring of non-EU/AETR regulated drivers
4.6 Monitoring of EU and AETR drivers’ hours regulations
4.7 Tachograph analysis
4.8 Infringement Reporting
4.9 Speed limit compliance
4.10 Keeping of records
Audit Reference Section Five – Operational Management
5.1 Insurance
5.2 Vehicle Excise Duty
5.3 Vehicle Weight and Height Compliance
5.4 Load Security and Equipment
5.5 Specialist Equipment or Loads
5.6 Agency Drivers
5.7 Sub-Contract Hauliers
5.8 Hiring Vehicles
5.9 International Operations and Cabotage
Audit Reference Section Six – Security Requirements
6.1 Security Requirements
Audit Reference Section Seven – Driver Management
7.1 Driver Recruitment
7.2 Driving licence and driver certificate of professional competence (CPC) monitoring
7.3 Driver Pay and Incentives
7.4 Management of Driver Behaviour
Audit Reference Section Eight – Training and Driver Behaviour
8.1 Training
8.2 Other Relevant Driver Training and Engagement
8.3 Other Operational Staff Training
Audit Reference Section Nine – Policies
9.1 Road Traffic Legislation and the Highway Code
9.2 Safe and Considerate Parking of Vehicles when away from the base
9.3 Drink, Drugs, and Driver Health Policy
9.4 Mobile Phone and the use of other In-Cab Technology
9.5 Additional Safety Equipment
9.6 Health and Safety and Staff Fatigue Policy
9.7 Working at Height and Prevention of Falls from Vehicles
9.8 Whistleblowing Policy
Audit Reference Section Ten – ADR Carriage of Dangerous Goods
10.1 Dangerous Goods Safety Advisor
10.2 ADR Training
10.3 ADR Specific Vehicle ad Trailer Requirements
10.4 ADR Safety Equipment and Personal Protective Equipment (PPE)
10.5 Documentation, Placarding and Marking of Vehicles
10.6 Load Security and Integrity
Summary of the Audit.
Please make comments here
Recommendations of the Audit.
Please make comments here regarding any recommendations.
<<Business Name>> Counter Terrorism Policy |
COUNTER TERRORISM POLICY
Policy Statement: The purpose of this policy is to outline the company's commitment to counter-terrorism efforts and establish guidelines for preventing, detecting, and responding to potential terrorist activities. The company acknowledges the global threat posed by terrorism and is committed to maintaining a safe and secure environment for its employees, clients, visitors, and the general public.
It will be the policy of <<Business name>> (“the Business”) that the Company and all staff (whether employed or acting on behalf of the Company) understands their obligation towards complying with the Immigration and Asylum Act 1999, The Carriers’ Liability (Amendment) Regulations 2023 and any subsequent legislation relevant to the prevention, detection and management of incidents involving clandestine travellers on vehicles and/or trailers entering the UK.
Violations of this policy may result in disciplinary action, up to and including termination of employment.
Name: | <<Insert Full Name>> |
Company: | <<Business name>> |
Position: | |
Date | <<Date>> |
Signature: |