Driver Licence Checks for Small Fleet Operators

As a small fleet operator — especially under a Restricted Operator Licence — you might assume that driver licence checks are a “big business” problem.

But think again.

Even if you're the only driver, or just using one or two others occasionally, you are legally responsible for ensuring that every driver is licensed, qualified, and legal to drive your vehicles. Failing to check properly can lead to:

• Insurance being invalidated

• DVSA sanctions

• Traffic Commissioner action

• Prohibitions or even loss of your licence

This guide shows you how to set up a simple, effective and compliant licence-checking system that suits your scale — whether you're a one-man band or running a handful of vehicles.

🚨 Why Licence Checks Matter

Every year, thousands of drivers:

• Have their licences suspended or revoked

• Get banned for totting-up offences

• Get provisional or expired entitlements

• Fail to notify employers about points or disqualifications

As the operator, it’s your job to make sure drivers are eligible and legal. If a driver is unlicensed or disqualified, and you let them drive — you are at fault, not just them.

The DVSA and Traffic Commissioner will ask:

“What system did you have in place to check their licence status?”

✅ What You Must Check

Whether the driver is full-time, part-time, agency, or even you, you must check:

Checkpoint	What to Confirm
Licence validity	In-date and not expired
Correct entitlements	E.g. Category C1, C, C+E for HGVs
Points and offences	Are they within insurance policy and employer tolerance?
Medical status	Especially for drivers over 45 or with conditions
CPC status (if required)	Valid Driver Qualification Card (DQC) for HGV drivers
Tachograph card (if required)	In-date and assigned

📋 How Often Should You Check?

Driver Type	Frequency Recommended
Yourself (owner-driver)	Every 6 months
Employed drivers	Every 3–6 months
Agency/casual	Every engagement
New hires	Before they start driving

⚠️ If a driver gains 6+ points, checks should be more frequent — e.g. every 1–2 months.

🛠️ How to Check a Licence – Step-by-Step

Option 1: Use the DVLA Online Service

You’ll need:

• The driver’s permission

• Their Driving Licence Number

• Their National Insurance Number

• Their Postcode

Go to: https://www.gov.uk/check-driving-information

This will show:

• Valid licence status

• Categories/entitlements

• Expiry date

• Penalty points and offences

• Disqualifications (if any)

✅ Print or save a PDF of the results for your records.

Option 2: Use a Third-Party Licence Check Provider

These services link to the DVLA and offer batch checks, alerts, and automated reporting.

Examples include:

• Licence Check

• TrustID

• DriverCheck

• FleetCheck

• DAVIS

This is ideal for fleets with multiple drivers and saves admin time. Costs range from £1–£3 per check.

📂 What Records Should You Keep?

You should maintain a Driver Licence File for each driver, containing:

Document	Details
Photocopy of licence	Both sides of photocard
DVLA check result	Printed or PDF result
Signed permission form	Allowing you to make checks
CPC card copy (if required)	Front and back
Tachograph card copy	Optional, but useful
Check log	Dates, results, initials

Keep these records for at least 15 months, longer if part of your driver history or audit trail.

🧾 Sample Check Log (Manual)

Driver	Date	Checked By	Result	Action
J. Smith	15/07/2025	Admin	Valid, 3 pts	No action
A. Brown	12/06/2025	Self	Valid, CPC due 08/25	Reminder set

✅ Best practice: Maintain this log digitally or scan to cloud storage.

📑 Template: Driver Declaration Form

Create a short form for drivers to sign every 6 months. It should include:

• Full name

• Declaration that the licence is valid

• Confirmation of no new convictions

• Declaration that they will report future offences

• Signature and date

This supports your system and shows the Traffic Commissioner that you’re being diligent.

👨‍👩‍👦‍👦 Casual, Agency & Temporary Drivers

If you use drivers who aren't directly employed:

• Check their licence every time they drive for you

• Don’t rely solely on the agency — do your own check

• Retain a log or screenshot showing they were valid on that day

📦 What If You Discover a Problem?

If a check shows:

Problem	Action to Take
Expired entitlement	Remove driver from duty immediately
Too many points (e.g. over 6–9)	Review against your insurance policy and risk policy
No CPC or tachograph card	Cannot drive HGVs legally — remove from duty
Disqualification	Inform your insurer and stop all driving activities
Driver refuses to give consent	You cannot let them drive

Record the issue, what action you took, and keep documentation.

🧠 Final Thoughts

Licence checks might seem like a small task — but getting them wrong can cost you your licence, your insurance, or even your business.

As a Restricted Licence holder, you must take personal responsibility. There’s no TM watching over you — so:

✅ Set up a routine check cycle

✅ Keep accurate records

✅ Stay on top of renewals and points

✅ Use digital tools if possible

✅ Apply the same rules to casual drivers as you would full-time staff

With a simple, consistent system, you’ll stay safe, legal, and ahead of the DVSA.

Next in the series:👉 Tachographs for Business Owners: Do You Really Need One?