I imagine that you compensate (£) your employees for having to use their own cars. I would think, therefore, that regular servicing would be something that would be included in the compensation package. Most garages will recommend a number of miles or date to return for repeat servicing and these records could be requested by you for your files as proof of inspection. Just ensure that the compensation package covers servicing costs and that employees are required to provide copies of same for record keeping.

I came across this in my last role. The way we dealt with this was indeed via requesting a copy of the service records for each vehicle periodically.

Also, as part of a smaller guidance document, I outlined basic weekly/ monthly checks that should be undertaken - lights, oil/ water levels, screenwash levels, tyre tread depth/ pressure, etc.

Tyre tread depth gauges are cheap enough, so to enable users to carry out this (the old 10p check is unlikely to work with the new fangled smaller coins...), why not provide one for each driver?

Each driver was also requested to sign and return a declaration stating that they had read and undertood the guidance/ policy, and agreed to carry out the checks/ provide all requested information.

The above said, as it is not unusual for modern cars to now have service intervals of around 20k miles, for remote users that rarely visit the office, how about line managers carry out brief inspections on say, a quarterly basis?

Hi All,

the subject of "driving at work" is fast becoming a major concern in the H+S world!

I would suggest that you far more stringent tests and checks, for example

1) Physical checks of driving licenses to ensure that they are valid for the category of vehicle
2) Check the number of points on a license, on a sliding scale ie 0-3 points 12 monthly checks, 4-6 points, twice per year, 7-9 points 3 per year, and any 10+ points every 3 months.
3) Check validity of license. All to easy to have a copy of license with no points on, or a false license.
4) Check validity of insurance cert. Easy to get a cert then cancel the payments!


There are company's who will do all this for you, or at least provide all the tools to do it, and they are relatively cheap. You can register with the DVLA and do the checks yourself, whoever, other Company's benefit from volumes I guess.

5) some sort of weekly of monthly inspection sheet. The MOT is only an indication of the state of the vehicle on a particular day at a particular time!
6) Signed acceptance of your terms re driving at work
7) Issue a drivers handbook
8) Spot checks?

Have fun


Holmezy

I've been asked on several occasions to develop a weekly checklist system for fleet cars to go with our existing range. In truth I had always steered away thinking there was not a genuine requirement. Having read the posts to date I might need to review the situation and add a fleet car inspection checklist to go alongside the forklift, ladder, mewp, scaffold etc. I already have a list of checks I intend to include but any additional suggestions / recommendations would be appreciated.

My argument had always been that the driver would simply backdate the checklist if there was noone around to check up.

Regular inspections are certainly a good thing to do, especially of company supplied vehicles. Private or grey fleet are a bit more difficult as you are asking the driver to check something that he owns, rather than you provide. Still good to do it!

You good refuse to pay mileage claims until you see an inspection check list. It doesnt really matter if the driver actually carries out the checks. You will have a piece of paper that demonstrates that you have done all that is reasonably practicable to ensure the driver is safe whilst driving at work!

RTA definately applies when they are on the road, and they are responsible for the vehicle when they are driving it, however, there is still an obligation to do wahat is RP to control driving whilst at work.

The often used saying " your game, your rules" is quite apt in this case.

Holmezy

ClaireL,

Surely as "tax payers" and "fellow road users" we have the right to expect other vehicles using the highways to be roadworthy?

As employers, I agree it is a difficult issue to get grey / casual car users to carry out daily, weekly, monthly etc inspections and record their findings, however, I think that there is something in the Highway code that suggests these should be done?

I don't think it is un-reasonable to request that employees check their vehicles on a regular basis, and I think, should an accident (whilst driving at work) occur, an employer would be in a far stronger position than if he wasn't requesting the checks, should the HSE or indeed the insurance Company come a knocking?

All of the above is not mean't to upset anyone, just a few points to consider or argue (assuming we can still argue,,,,especially on a Friday), and I won't get upset if anyone thinks my view "aint quite right". I go on holiday tomorrow so I'm not fussed!

Holmezy

or should I be Hol(iday)mezy.....no....that doesnt work!