Driver Licence Check Record
Keep the licence checks for a whole operation on one running register, so a lapsed licence or a new endorsement is caught at the check and not at the roadside.
PD-08 1 page
Running costs and fleet · GF-17
Grey Fleet Vehicle and Driver Check Record
A free printable grey fleet check record: licence, business-use insurance, test, tax and servicing seen for each employee's own car, and the next check date.
Download Free · no sign-up
One page. Choose your paper size — both versions are laid out identically, so neither one gets shrunk to fit.
Print it and write on it
Fill it in type and save
The fillable versions have real form fields — open them in any PDF reader, type into them and save. Printing help.
What this sheet is for
See that every own car used for work has been checked against your policy before it is used. The register shows at a glance who is approved and whose insurance or test runs out next.
Who it is for
Fleet, HR and office managers in organisations where staff drive their own cars or vans on business journeys.
How to use it
- Write your own grey fleet criteria and the full check interval at the top.
- For each driver and vehicle, record the licence check, the insurance class exactly as the certificate states it, the test and tax status and the servicing proof seen.
- Mark the declaration signed and whether the vehicle is approved, and by whom.
- Set the next check date from the earliest of the insurance expiry, the test date and your own interval.
- Re-check insurance at every renewal, not only at the full check.
What is on the sheet
One page, top to bottom:
Printed under the title: Each employee who drives their own vehicle for work, and the checks made before they do: licence, business-use insurance, roadworthiness test, tax and servicing, against your own policy, with the date the next check falls due.
Your policy sets the bar. What counts as acceptable, from licence points to the insurance class, vehicle age and servicing, is set by your own grey fleet policy and your insurer, not by this sheet. Copy the insurance class word for word from the certificate, write your own criteria in the box below, approve only a driver and vehicle that meet them, and check the rules where you are.
Write-on lines: Organisation · Policy version and date · Full check every · Register kept by · Your own criteria: vehicle age, condition, safety kit, anything else · Set by
Also printed: Licence · Insurance
Table, 11 rows: Driver · Reg · Date · Result · Class · Expires · Test to · Tax · Service · Signed · Approved · Next
Write-on lines: Not approved, or approval withdrawn: who, and what they were told · Reviewed by · Date
Questions
Why does the sheet not say which insurance class covers business use?
Because insurers word their classes differently and change them, and only the certificate and the insurer can say what a given policy covers. The sheet asks you to copy the class word for word, so anyone reviewing it later sees exactly what was on the certificate.
How is this different from the driver licence check record?
The licence record is only about the licence. This sheet covers the vehicle as well: insurance for business use, its roadworthiness test, tax and servicing. Use both where staff drive their own cars, or this one alone if the licence check is done here.
Related sheets
Vehicle Mileage Log
Keep a contemporaneous mileage record in the vehicle, which is the kind that stands up, rather than one reconstructed at the year end.
GF-02 1 page
Fleet Vehicle Register
See the whole fleet on one page, so a vehicle nobody has looked at for a year stops being invisible and every renewal date sits where you can find it.
GF-04 1 page
Driver Induction and Familiarisation Record
Show that a new driver was actually inducted, item by item, rather than handed the keys and a phone number.
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