Published: May 2025
Reading time: 5 minutes
Suitable for: Business Owners, Directors, Managers and Supervisors
Topics: Driving for Work | Road Safety | Fleet Management | Safety Culture
At a glance
Main goal: Reduce the risks associated with driving for work.
Who should be involved? Employers, managers and employees who drive on behalf of the business.
Key action: Develop clear policies, maintain vehicles and promote safe driving behaviours.
Benefits: Fewer collisions, improved employee safety and stronger legal compliance.
Why this matters
When managing workplace health and safety, it’s easy to focus on risks inside your premises. However, for many organisations, one of the greatest risks employees face is while driving for work.
Whether employees use company vehicles or their own cars for business journeys, employers have a responsibility to manage the risks associated with work-related driving.
By promoting a positive driving culture, businesses can reduce accidents, protect employees and demonstrate their commitment to safety both on and off the road.
What is driving for work?
Driving for work includes any journey made on behalf of your employer or business.
Examples include:
- Visiting customers or suppliers
- Travelling between work sites
- Delivering goods or equipment
- Attending meetings or training
- Using a company vehicle
- Using a personal vehicle for business purposes (often known as the grey fleet)
Travelling between home and a normal place of work is generally not considered driving for work.
Why should businesses take road safety seriously?
Driving for work is one of the most significant occupational risks faced by many employees.
Collisions can result in:
- Serious injuries or fatalities
- Damage to vehicles and property
- Lost working time
- Increased insurance costs
- Legal action
- Damage to your organisation’s reputation
Managing road risk helps protect employees, other road users and your business.
Five ways to promote safer driving
1. Set clear expectations
Develop policies that explain what is expected from anyone who drives on behalf of your business.
These should include topics such as:
- Safe driving behaviour
- Mobile phone use
- Fatigue management
- Vehicle checks
- Reporting accidents and defects
Clear expectations help create consistency across your organisation.
2. Provide training
Drivers should receive appropriate information, instruction and training.
This may include:
- Defensive driving techniques
- Journey planning
- Vehicle checks
- Responding to breakdowns
- Accident reporting procedures
Regular refresher training helps reinforce safe driving habits.
3. Maintain vehicles
Vehicles used for work should be safe and roadworthy.
Employers should ensure:
- Routine maintenance is completed
- Defects are reported promptly
- Company vehicles are regularly inspected
If employees use their own vehicles for work, employers should also check that they:
- Hold a valid driving licence
- Have a current MOT where required
- Have appropriate insurance for business use
- Keep their vehicle in a safe condition
4. Plan journeys carefully
Good journey planning can significantly reduce driving risks.
Encourage employees to:
- Allow sufficient travel time
- Avoid unnecessary journeys
- Check weather and traffic conditions
- Schedule regular rest breaks
- Avoid driving when tired
Reducing time pressure helps drivers make safer decisions.
5. Learn from incidents
Every accident, near miss or vehicle breakdown provides an opportunity to improve.
Review incidents to identify:
- Common causes
- Recurring issues
- Additional training needs
- Improvements to policies or procedures
Learning from experience helps prevent similar incidents in the future.
Creating a positive driving culture
Safe driving isn’t achieved through policies alone.
Managers and supervisors should:
- Lead by example
- Encourage open reporting
- Never pressure employees to drive unsafely
- Prioritise safety over deadlines
- Recognise and promote good driving practices
When employees know that safety comes first, they are more likely to make safe decisions on the road.
What does the law say?
Employers should ensure that anyone driving for work is competent, that vehicles are suitable for their intended use and that appropriate arrangements are in place to manage road-related risks.
Related resources
Documents
E-learning
Need more help?
Managing driving for work is about more than complying with road traffic laws—it is about creating a culture where safe driving is part of everyday business practice.
The Health & Safety Portal provides practical resources to support organisations of all sizes, including driving policies, vehicle inspection checklists, accident reporting procedures, risk assessment templates and e-learning courses. By taking a proactive approach to road safety, you can help protect your employees, reduce business risk and promote safer journeys every day.