How to check an employee's driving licence

If someone drives as part of their job, you need to know they hold the right licence for the vehicle. Checking is free, quick and done online, with the driver's permission. This guide explains how the check works, what it shows, how often to check and what to keep on file.

What the law says

Under section 87 of the Road Traffic Act 1988, it is an offence to drive a vehicle without a suitable licence. The same section goes further, and this is the part that matters for employers: it is also an offence to "cause or permit" another person to drive without the right licence. This applies in England, Wales and Scotland.

What it means for you: if you let someone drive for your business and their licence does not cover that vehicle, or they are banned, you may be committing an offence as well as the driver.

Government guidance for employers says the same in plain terms: you must make sure that anyone you employ to drive has the right licence.

Health and safety guidance adds that employers must manage the risks to workers who drive for work, and specifically suggests "ensuring licences, insurance, and MOTs are legal and up to date" as part of choosing drivers and planning their work. This covers staff who use their own personal car for work too, often called the "grey fleet".

How the check code works

The official way to check a licence is the free GOV.UK licence service. It uses a check code: a short code the driver creates from their own driving record. Only the driver can make it, so a check always happens with their knowledge.

• The driver goes to the GOV.UK page View or share your driving licence information.
• They enter their driving licence number, National Insurance number and the postcode on their licence.
• They create a check code and give it to you, with the last 8 characters of their licence number.
• You enter both on the GOV.UK page Check someone's driving licence information and see their record.

Two things to know: the code lasts 21 days, and it works only once. If you want to check again later, ask the driver for a new code.

What it means for you: there is no standing access. Every check needs a fresh code from the driver.

Licences issued in Northern Ireland are not covered by the GB service. Use the nidirect service Check someone's NI driving licence information instead. It works the same way: the driver creates a check code, which lasts 21 days and works once.

What the check shows

The check shows the driver's licence record, including:

• the types of vehicle they're allowed to drive (called licence categories)
• any penalty points
• any disqualifications (driving bans)

Penalty points (also called endorsements) are added to a driver's record when they are convicted of a motoring offence. They stay on the record for 4 or 11 years, depending on the offence. A driver can be disqualified if they build up 12 or more points within 3 years.

What it means for you: points alone don't stop someone driving, but a driver with several points is closer to a possible ban, and best practice is to check drivers with multiple points more frequently. That's useful to know when you plan who drives and how often you check.

A licence check is a record check, not a health check or an insurance check. It won't tell you whether a driver is insured for the journeys they make for you, so check insurance separately.

Getting your driver's permission

GOV.UK is clear: "It's a criminal offence to obtain someone else's personal information without their permission." The check code builds permission in, because only the driver can create it. Even so, it's sensible to agree in writing what you'll check, how often, what you'll record and how long you'll keep it. That way there are no surprises on either side.

How often to check

There is no fixed legal timetable for checking licences. Neither the law nor government guidance sets one. The aim is simple: to know, at any time, that each of your drivers holds the right licence. For this reason Motoble for Fleets lets you tailor check frequencies by policy and where required, by driver.

Many employers choose a schedule based on risk, for example:

• check every driver before they first drive for work
• check again at regular intervals, such as once a quarter and record compliance
• check more often for drivers with penalty points, drivers who cover a lot of miles, or drivers of larger vehicles
• check again after an incident, or if you hear something has changed
• check more often if your corporate insurance requires it, or in higher risk industries

Some industry schemes, for example for van and lorry operators, set their own minimum. If you belong to one, set your schedule in Motoble for Fleets to match them. Each check needs a fresh code from the driver.

For drivers: can my employer check my licence?

Yes, with your permission. The online check only works with a check code that you create, and the backup paper route needs you to fill in the form together. Before you share a code, you can see exactly what your employer will see by viewing your own record on the same GOV.UK service.

Your licence record is only part of the picture. If you develop a medical condition that could affect your ability to drive safely, or one gets worse, you must tell the licensing agency yourself. You could be fined up to £1,000 if you don't. A licence check won't show a condition that hasn't been reported.

Keeping a record

Motoble for Fleets keeps an auditable record of each check. It shows you've done what you planned, and makes the next one easy to schedule.

Keep only what you need, for as long as you need it. UK data protection law says personal information should be limited to what is necessary and kept no longer than necessary. You don't need to keep the check code, as it can't be used again. Store records securely, and decide in advance how long you'll keep them. That's why Motoble for Fleets only stores what's necessary, and nothing more.

Motoble makes free vehicle checks, with MOT history, tax, clean air status and much more.

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