This form has each driver of a company vehicle confirm their licence details, read the key driving rules and sign up to reporting accidents and endorsements.

Effective Form Templates

This form template is supplied in fully editable MS Word format and can be easily customised and edited. The document uses pre-defined style formatting throughout, with all text in Calibri font for improved readability.
The following document labelling is included in the footer:

• Form number and title
• Information-classification
• Version
• Page number / total pages

alphaZ documents - beautifully designed, tried and tested form templates. No junk, jargon or unnecessary fields. Simple and usable form templates developed over 25 years through practical use in the real world.

Further Reading

Further guidance on managing driving for work:

• Driving for Work
• Managing Drivers
• Management of Vehicles
• Health and Safety knowledge base

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Download this form template with your company name and logo already added!
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How to Download

These files are included in the alphaZ subscription. This form is also included in the ISO 45001 Toolkit and the ISO 9001 Toolkit, and in every alphaZ ISO toolkit that covers managing health and safety, so the toolkit route gives you these files plus everything else you need in one download.

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If you'd like hands-on help setting up your occupational road-risk controls, or your wider health and safety management system, our remote support services provide direct expert input from our team, by the day, by project, or on an ongoing basis.

Driving Company Vehicles Form Template

This driving company vehicles form records the licence details of each employee who drives a company vehicle and their signed agreement to the main points of the company driving policy. The driver gives their name, the address on their driving licence and the licence number, reads the information for drivers and signs a declaration covering fitness to drive, reporting accidents and endorsements, and consent to driver record checks.

In a management system it supports the control of work related driving under ISO 45001 clause 8.1, and the licence details support competence records under clause 7.2. The form is marked Confidential.

Two Versions in One Download

Choose the short declaration or the fuller version with driving history and health questions.

• F-HR2 - licence details, the information for drivers and the declaration, for a simple signed record.
• F-HR2A - adds sections to record past collisions, driving endorsements and fines, and a health declaration of yes / no questions on fitness to drive, with a fuller declaration on the accuracy of the information given.

Built for Safe Work Related Driving

The form puts the company's expectations in front of each driver and records their agreement.

• Records the driving licence details held on file for each driver.
• Summarises the driving rules on accidents, endorsements, drugs and alcohol, personal use, vehicle checks and mobile phones.
• Reminds staff using their own vehicle on company business to check their insurance includes business cover.
• Captures consent for the company to check driver records with third parties.
• In F-HR2A, also records collision history, endorsements and the driver's own health answers.

What's Included in this Driving Company Vehicles Form

Both versions start with the driver's details and the information for drivers.

• Driver details - name, address on driving licence and driving licence number.
• Information for Drivers of Company Vehicles - a summary of the company driving policy covering a valid licence, reporting convictions and endorsements, reporting every accident or incident, drugs and alcohol, personal use, vehicle condition checks, modifications, mobile phones and medical conditions or medication that affect driving.
• Collisions - date and details of any collision involving an insurer or the police, at work or off duty (F-HR2A).
• Endorsements - date and details of driving convictions, endorsements, fines or restrictions (F-HR2A).
• Health Declaration - yes / no questions on vision, blackouts or epilepsy, medication or treatment, other medical conditions, heart conditions and sleep disorders, with a prompt to give details of any yes answer (F-HR2A).
• Declaration - confirmation of fitness to drive, the duty to report accidents and endorsements, consent to driver record checks and that the driving policy has been read, with signature and date; F-HR2A adds confirmation that the information is complete and accurate.

Who Needs a Driving Company Vehicles Form?

Any business with vans, cars or other company vehicles on the road. Each driver completes it before they first drive a company vehicle, and it is kept on the personnel file with a copy of their licence.

Included in the ISO 45001 Toolkit

The F-HR2 form is part of the ISO 45001 Toolkit - the forms, registers, procedures and guidance for running a health and safety management system in one download - and is included in every alphaZ ISO toolkit that covers managing health and safety.