Promoting Safer Driving Within Your Business
May 2025
When managing workplace safety, it is easy to focus on hazards within buildings — offices, warehouses, factories. However, for many businesses, one of the greatest risks employees face is when they are driving for work purposes.
Whether employees drive company vehicles or use their own cars on business trips, managing road risk is a vital part of ensuring health and safety at work. Driving for work is one of the most dangerous activities many employees undertake, and good road safety management can help protect individuals, organisations, and the wider public.
Why Safer Driving Matters
According to ROSPA (the Royal Society for the Prevention of Accidents), around one-third of all road traffic collisions involve someone who is driving for work. These accidents do not only cause harm to drivers and other road users — they can also result in significant financial costs, legal issues, lost productivity, and reputational damage for businesses.
Promoting safer driving within your business is not just about compliance; it is about creating a culture where the wellbeing of employees is prioritised, and risks are managed proactively.
Key Areas for Businesses to Focus On
Creating a safer driving culture requires a joined-up approach. Businesses should consider:
1. Clear Policies and Expectations
Set out what is expected from anyone who drives for work. This includes policies on vehicle maintenance, mobile phone use, fatigue management, speed limits, and the reporting of incidents. You can find many templates for these policies in the Health and Safety Documents page on the Portal.
2. Driver Training and Awareness
Provide regular information and refresher training to drivers. Focus on defensive driving techniques, recognising hazards early, and responding safely to breakdowns and emergencies. The latest version of the ‘Vehicle Accident Reporting Process‘ provide a clear procedure that ensures everyone responds calmly and professionally in the even of a vehicle emergency.
3. Vehicle Maintenance
Ensure that all vehicles used for work purposes are properly maintained and regularly checked. Employees using their own vehicles for work (known as “grey fleet”) should be required to keep them roadworthy and insured for business use. Remember, if your employees do not have insurance for business use, they cannot drive their own cars for business reasons and alternative transport will need to be provided.
4. Journey Planning
Encourage drivers to plan their journeys to allow plenty of time, avoid unnecessary trips, and take rest breaks on longer drives. Reducing time pressure can help prevent speeding and fatigue-related incidents.
5. Incident Reporting and Review
Have simple processes in place for reporting accidents, near misses, and breakdowns. Use this information to identify trends and take action to prevent future incidents.
Building a Safer Driving Culture
Promoting safer driving is not about one-off communications or isolated training sessions. It involves embedding road safety into everyday working practices, including inductions, toolbox talks, and regular reminders.
Leadership is key. Managers and supervisors should lead by example, following safe driving policies themselves and making it clear that safety comes before deadlines or convenience.
By taking a proactive approach, businesses can help protect their most valuable asset — their people — while reducing risk, improving efficiency, and building a stronger reputation.
