An educational library of workplace documents — purpose, who completes them, when they are used, typical fields, common mistakes and how they connect. Linked to workplace safety, workplace training, occupations, industries and employment documents. Informational only — template examples, not legal advice or official documents; employers remain responsible and using a document does not guarantee compliance.
What a driving at work risk assessment is
A driving at work risk assessment considers the risks to employees who drive on the public road as part of their job — whether in company or their own vehicles — covering the driver, the vehicle and the journey, and records the measures that reduce the risk of collisions and fatigue.
This page is an educational overview with a simplified example. It is not an official template, not jurisdiction-specific and not legal advice — the employer decides what their driving at work assessment must cover.
Purpose
- Identify who drives for work and the journeys involved.
- Consider the driver, vehicle and journey factors.
- Record checks on licences, vehicle condition and scheduling.
- Reduce the risk of work-related road incidents.
Who completes it
- A competent person appointed by the employer.
- With input from those who drive for work.
- Reviewed within the organisation’s own process.
- It is the employer’s responsibility to ensure the assessor is competent.
When it is used
- Where employees drive on the road for work.
- When roles, vehicles or journey patterns change.
- After a road incident or near miss.
- On a review cycle defined by the employer.
Typical fields
- Who drives, the vehicles and typical journeys.
- Driver factors — licence, competence, fatigue, distraction.
- Vehicle factors — condition, maintenance, suitability.
- Journey factors — distance, scheduling, weather, breaks.
- Checks, policies and review date.
- Example fields only — adapt to the work and the applicable law.
Common mistakes
- Assuming a driving licence means no further checks are needed.
- Scheduling that encourages speeding or skipping breaks.
- Ignoring the condition of grey-fleet (own) vehicles.
- Allowing mobile phone use or other distractions.
Document workflow
A driving at work risk assessment sits within the wider risk assessment and informs driving policies, vehicle checks, journey planning and the adverse weather assessment. Incidents feed the reporting process; a change or incident triggers a review.
See the related documents below for what is commonly used with a driving at work risk assessment.
Retention (high level)
Driving at work assessments and related checks are generally kept for as long as they are relevant and for a period afterwards, in line with the employer’s obligations and data-protection duties. Specific retention periods vary by jurisdiction.
This page does not state a required period — confirm retention with the applicable law and the official authority.
Completing and sharing as a PDF
Driving at work assessments are commonly completed and stored as PDFs alongside policies and check records. Exporting to PDF supports documentation; it does not make the assessment official or guarantee compliance.
Employer checklist
- Check licences, competence and vehicle suitability.
- Plan journeys to allow for breaks and conditions.
- Include own (grey-fleet) vehicles used for work.
- Set clear policies on distraction and review after incidents.
Worker notes
- Make sure your vehicle is roadworthy and your licence is valid.
- Take breaks, avoid distractions and do not drive when tired.
- Report incidents, near misses and any vehicle defects.
Country considerations
Road traffic law and expectations around work-related driving vary by country, and the official authority differs. This page is high-level and general — it is not a statement of any country’s law and not a guarantee that a document is valid anywhere.
Always confirm the current requirements with the official authority for your country and a qualified professional.
Who is responsible
The employer is responsible for assessing and managing work-related road risk and compliance, alongside the driver’s own legal duties on the road. This page is an educational overview with a template example; it does not determine what your assessment must contain, does not make a workplace compliant and does not transfer responsibility.
Export, edit and share documents
The documents, policies and templates this involves can be exported, edited, signed, stored and shared as PDFs with the HELPERG PDF Editor.
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