What Records Must a Business Hold on a Driver

Any business that employs or contracts drivers as part of its operations has a legal duty to keep accurate and up-to-date records. These records are not only important for compliance with transport laws and employment regulations, but also play a key role in managing risk, ensuring road safety and avoiding costly penalties.

The specific records required will depend on the type of driving the employee does. For example, requirements for HGV and PSV drivers under operator licence rules are more stringent than for someone who occasionally drives a company car. However, all businesses have certain core responsibilities when managing employees who drive for work.

Employee Driver Records

If a business employs someone who drives on its behalf, it must keep a range of employee-related information. This includes:

Driving Licence Checks
You must check that the driver has a valid licence for the type of vehicle they are operating. This includes checking for disqualifications, endorsements and any category restrictions. Most businesses conduct these checks through the DVLA’s online service.

Records should include the date of the check, licence number, categories permitted, expiry dates and any endorsements.

Insurance Records
If the driver is using their own vehicle for work (grey fleet), the employer must ensure the insurance covers business use. A copy of the policy should be retained for verification.

Training and Induction Records
Any driver-specific training, such as vehicle familiarisation, safe driving practices or tachograph use, should be documented. This includes attendance records, dates and course content.

Medical Fitness
For vocational drivers (e.g. HGV, PSV), a record of medical certificates and any fitness-to-drive assessments must be kept. For other drivers, it is good practice to record self-declarations of fitness or any health conditions that may affect driving.

Employment and Role Records
The business should maintain a record of when the driver started, their role, shift patterns, and any restrictions or disciplinary actions relating to their driving duties.

Vehicle Use and Operation Records

Where the business provides vehicles or has control over journeys, additional records must be held.

Mileage and Journey Logs
Drivers should record journeys for auditing and HMRC purposes, particularly where private use is involved. This includes date, destination, purpose and mileage driven.

Vehicle Checks and Defect Reports
Drivers are often required to complete daily walkaround checks. Reports of any defects and the subsequent action taken must be recorded. These records are especially important for operators with goods vehicles over 3.5 tonnes.

Tachograph and Working Time Records
For vehicles in scope of EU drivers’ hours rules, businesses must keep tachograph data, driver card downloads and working time records. These must be stored securely and retained for at least 12 months, though some operators keep them longer.

Fuel Use and Maintenance Logs
Keeping track of fuel usage, servicing dates and vehicle maintenance history ensures vehicles are operating efficiently and safely. These records also demonstrate a proactive approach to compliance in the event of an inspection.

Retention Periods

Different records have different legal retention requirements:

• Driving licence checks: At least until the next scheduled check or 3 years for auditing

• Tachograph data: Minimum of 12 months

• Working time: At least 2 years

• Training records: Typically 6 years

• Maintenance and defect reports: 15 months under operator licence rules

• Insurance and MOT documents: Duration of cover plus 1 year

Businesses should also have a clear driver policy outlining their record-keeping procedures and review dates to ensure documentation remains current and compliant.

Why These Records Matter

Failing to maintain proper records puts the business at risk of regulatory action, especially under operator licence requirements. Inadequate driver checks or missing tachograph data can lead to fines, licence suspension or prosecution.

More importantly, keeping accurate records protects the business and its employees. In the event of an accident or roadside stop, being able to demonstrate that all required checks and procedures were followed is critical for legal protection and reputation management.

Good record keeping also helps with internal monitoring. It can highlight patterns in driver behaviour, fuel efficiency and vehicle wear, allowing businesses to intervene early and improve safety or performance.

Final Thoughts

Managing drivers involves more than just handing over the keys. From licence checks to vehicle logs, every business has a responsibility to ensure its drivers are legal, safe and supported. Holding the right records, and keeping them updated, is not just a legal requirement, but a best practice that can save lives, reduce costs and build trust with regulators and customers alike.