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Driver Vetting and Induction Procedures - Vetting Procedure

Nominate a Competent person to carryout the Vetting Procedure/Licence checks

Many vehicle fleet operations do not have a dedicated fleet manager, therefore, the role of vetting drivers is often delegated to supervisory staff or administrators. It is often the case that staff with this delegated responsibility, have little knowledge of what they are checking for!

From experience, a typical ‘check' by a non fleet manager involves sight of the original driving licence, ensuring that it has ‘full' marked on it and a photocopy being taken for recording purposes.

But does the person checking the details really know what category of licence is required for the vehicle to be driven? Also, can they recognise if the applicants licence has the correct categories?

To ensure that your vetting procedure is effective you might want to consider the following:

  • Does the checker know how many points can accumulate before the driver loses their licence?
  • Do they know what a CD10 endorsement code really means?
  • Does the ‘checker' know what kind of driving the job entails? Specifically, could they identify from their own knowledge and experience what type of licence / category and possibly additional training would be required to fulfil the driving requirements?

If the answer to any of the above questions is no, then your company is failing your ‘duty of care' obligations and may be increasing the potential for accidents to occur through lack of risk management at the vetting stage.

Like most occupations, there is no substitute for knowledge and experience, particularly when considering new employees who will be required to drive. If you don't know exactly which type of licence or category the new driver will need, or the meaning of the various endorsement codes, seek help from suitably qualified bodies such as DVLA, Freight Transport Association, Road Haulage Association, or trade union organisations. Don't leave it to chance.

Implement a clear and concise Vetting Process

As many as 33 % of all accidents relating to motor vehicles involves new drivers within the first 12 months of being employed. However this is probably the quickest and easiest area to control. The process should start with a formal ‘Drivers application form', an example can be found at:

The form should include and make reference to the following topical areas:

  • Authorised Driver Personal Details
  • Ordinary Driving Licence Details
  • LGV/LCV Licence Details
  • Use of Drivers from Other E.U. Member States
  • Additional Qualifications/Experience
  • Specific details of Endorsements/Convictions, including suspensions
  • Specific details on any traffic accidents during the last 5 years
  • Driving Experience
  • Specific Medical Conditions
  • Additional Drivers Details
  • References from previous employers/organisations
  • Drivers Declaration and Signature
  • A Highway Code test
  • A Practical Competency check in the Type of Vehicle to be used
  • Agency Drivers - Recruitment

These individual subject headings are more fully explored in DV03 - DV06

Driver Vetting Series

Useful Motor Risk Templates are available for you to download free of charge - visit our  Tools and Templates section.

For more information on useful products and services to help you manage your vehicles and drivers view our Specialist Partners

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Please Note
This document contains general information and guidance and is not and should not be relied on as specific advice. The document may not cover every risk, exposure or hazard that may arise and Aviva recommend that you obtain specific advice relevant to the circumstances. AVIVA accepts no responsibility or liability towards any person who may rely upon this document.

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