Checklist for Hiring Your First Driver

A Step-by-Step Guide for UK Transport Operators and Restricted Licence Holders

Hiring your first driver is a major milestone — whether you’re growing a small transport business, expanding a self-drive operation, or taking the leap from sole trader to employer.

But it’s also a high-risk moment for your Operator Licence.

Why? Because a poorly vetted driver can lead to serious compliance failures: invalid licences, expired CPC cards, undeclared medical conditions, or past disqualifications — all of which can come back to bite the operator, not just the driver.

This guide walks you through the complete checklist for hiring your first driver, designed specifically for UK operators — including those working under a Restricted O-Licence.

Contents

1. Why Hiring Drivers Requires Extra Caution

2. Legal Responsibilities as a Licence Holder

3. Step-by-Step Hiring Checklist

4. Pre-Employment Driver Vetting

5. Interview and Assessment Essentials

6. Licence, CPC, and Qualification Checks

7. Driver Health, Eyesight, and Medical Disclosure

8. Right to Work and Employment Eligibility

9. Referencing, History, and Previous Conduct

10. Tachograph Card and Working Time Records

11. Induction and Onboarding Requirements

12. Creating a Driver File for Compliance

13. Training, Supervision, and Monitoring

14. Final Thoughts: Build a Compliance-First Hiring Culture

1. Why Hiring Drivers Requires Extra Caution

You’re not just hiring an employee — you’re authorising someone to drive vehicles that operate under your Operator Licence. Every action they take on the road, every regulation they break, reflects directly on your business.

As the licence holder, you are responsible for:

• Ensuring drivers are qualified, safe, and legally permitted to drive

• Monitoring their compliance

• Responding to any risks, incidents, or infringements

A driver’s mistake can become your Public Inquiry.

2. Legal Responsibilities as a Licence Holder

Relevant duties include:

• Ensuring drivers are licensed, qualified, and fit for duty

• Retaining accurate driver records and compliance files

• Complying with drivers’ hours and working time laws

• Performing regular licence and tachograph checks

• Providing training, induction, and supervision

• Notifying the Traffic Commissioner of material changes (e.g., major offences, changes in TM status)

You must treat compliance as a system, not a one-off recruitment event.

3. Step-by-Step Hiring Checklist

Here’s the high-level overview before we go into detail:

✅ Confirm business need and budget

✅ Create a job description and vehicle assignment

✅ Advertise responsibly (no false claims or exemptions)

✅ Pre-screen applicants (licence, history, experience)

✅ Interview and assess

✅ Check licence, CPC, and digital tacho card

✅ Validate right to work

✅ Perform medical declaration and eyesight check

✅ Gather references and employment history

✅ Create a driver file

✅ Provide full induction and training

✅ Monitor, review, and support ongoing compliance

4. Pre-Employment Driver Vetting

Your initial pre-screen should eliminate unsuitable candidates early.

Ask:

• What licence categories do they hold?

• Do they have CPC and tacho cards?

• How many points do they have on their licence?

• Have they had any driving bans or convictions?

• Do they have experience with your vehicle types?

Don’t forget to check their attitude towards compliance — some drivers view CPC or tachographs as a nuisance, which is a red flag.

5. Interview and Assessment Essentials

During the interview, assess:

• Their knowledge of drivers’ hours rules and tachograph use

• Their ability to fill out defect reports correctly

• Their approach to roadside checks and DVSA enforcement

• Willingness to accept regular licence checks and driver debriefs

• Their communication and paperwork accuracy

Some operators include a practical driving assessment, especially for HGV or van work.

6. Licence, CPC, and Qualification Checks

Before employment begins, verify the following:

Item	Check Method
Driving Licence	View and copy both sides of photocard
DVLA Check Code	Use DVLA share code service
CPC Card	Check expiry and qualification dates
Tachograph Card	Ensure it’s valid and registered
Endorsements	Review points, convictions, disqualifications
Entitlement	Confirm vehicle categories match your fleet

For Restricted Licence holders, this step is critical — it proves you're exercising oversight, not just hoping for the best.

7. Driver Health, Eyesight, and Medical Disclosure

You must ensure that your driver is medically fit to drive.

Basic checks include:

• Eyesight test: Can they read a number plate at 20 metres?

• Self-declaration of relevant medical conditions (e.g., diabetes, sleep apnoea, epilepsy)

• DVLA medical submission (for HGV/PCV categories)

• Fitness to work form if your insurance or risk policy requires it

If unsure, request a D4 medical even for non-HGV drivers.

8. Right to Work and Employment Eligibility

You must carry out a legal right to work check:

• Review and copy passports, visas, or share codes

• Use the Home Office employer checking service if needed

• Document that the check was done before employment starts

Failure here can lead to fines and criminal prosecution.

9. Referencing, History, and Previous Conduct

Ask for:

• Employment history covering at least the past 5 years

• References from previous employers — especially transport-related

• Details of any time off for medical, driving bans, or incarceration

• Disclosure of any pending convictions or DVSA investigations

This helps you build a picture of the driver’s risk profile and reliability.

10. Tachograph Card and Working Time Records

If your driver is using vehicles under EU drivers’ hours rules, they’ll need a:

• Valid digital tachograph card

• Knowledge of how to use it

• Understanding of working time rules and break/rest requirements

You’ll need to:

• Set up card download reminders (every 28 days)

• Include their card in your tachograph analysis service

• Review first 4 weeks of data closely for errors or misuse

11. Induction and Onboarding Requirements

A good induction should include:

• Company policies and driver handbook

• Tachograph use and driver card procedures

• Walkaround check process

• Accident and incident reporting procedure

• Working time and hours rules refresher

• Use of defect reporting tools

• PPE and safety expectations

• Company culture and conduct expectations

Consider including a Driver Declaration Form and Policy Acceptance Form to protect your business.

12. Creating a Driver File for Compliance

Create a Driver Compliance File for each employee.

It should include:

• Photocopy of driving licence

• D796 licence check mandate

• CPC card copy

• Tachograph card copy

• Right to work evidence

• Medical declaration

• Employment contract

• Training records and induction forms

• Insurance driver approval (if required)

• Infringement and disciplinary records

Store securely and review quarterly.

13. Training, Supervision, and Monitoring

Hiring is just the start. Ongoing monitoring ensures continued compliance.

• Carry out regular licence checks (every 3–6 months)

• Review tachograph reports weekly or monthly

• Provide CPC and in-house refresher training

• Hold 1:1 driver reviews every 6–12 months

• Monitor accident, incident, and near-miss trends

• Address any behaviour or conduct concerns early

Good drivers thrive with support. Poor drivers improve (or leave) when supervised.

14. Final Thoughts: Build a Compliance-First Hiring Culture

Your first hire sets the tone for your entire operation.

Start as you mean to go on:

✅ Vet thoroughly

✅ Document everything

✅ Supervise properly

✅ Act swiftly on issues

✅ Keep compliance records up to date

Hiring your first driver is a leap — but it doesn’t need to be a risk. With the right checklist and systems in place, you’ll be ready to grow with confidence, compliance, and control.