Driving licence checks for employers: a guide for fleet operators

If your staff drive for work, their licence is part of your risk. GOV.UK tells goods vehicle operators they must check that drivers they employ or give work to hold the correct licence and training (GOV.UK). The same check matters for any fleet insurance policy, because the cover only applies to drivers who meet its terms.

This guide covers how to run an online licence check, which categories your vehicles need, what to look for in points and endorsements, and how often to check again.

How do employers check a driving licence?

In Great Britain, licence checks run through two GOV.UK services. The driver uses one to view their record and create a check code (GOV.UK). You use the other to see their details, with that code and the last 8 characters of their licence number (GOV.UK).

• The driver signs in with their licence number, National Insurance number and the postcode on their licence, then creates a check code.
• They send you the code along with the final 8 characters of their licence number.
• You enter both on GOV.UK within 21 days. Each code works for one check only.
• You save a dated note of what you saw: categories, points and any disqualification.

The service only covers licences issued in England, Wales or Scotland. Drivers with a Northern Ireland licence share their record through the Northern Ireland system, which GOV.UK links to from the same page.

Get the driver’s agreement first. GOV.UK points out that obtaining someone else’s personal information without their permission is a criminal offence.

What a licence check shows

The check tells you which vehicles the person can drive, plus any penalty points or disqualifications on their record. Read it against the vehicle they will actually drive, not just their job title. A driver hired for a car may be asked to move a 7.5-tonne lorry on a busy day.

Which licence category does each fleet vehicle need?

Match each vehicle on your schedule to a licence category. These are the main ones for fleets, taken from GOV.UK’s licence categories page (GOV.UK):

• Category B (test passed from 1 January 1997 onwards): vehicles that weigh no more than 3,500kg when fully loaded (their maximum authorised mass), with at most 8 passenger seats. Electric or hydrogen vehicles can go up to 4,250kg; petrol, diesel and hybrid ones cannot.
• Category C1: vehicles between 3,500kg and 7,500kg, such as larger box vans and 7.5-tonne lorries.
• Category C: vehicles over 3,500kg. Towing a trailer over 750kg behind one needs CE.
• Category D1: minibuses of up to 16 passenger seats and 8 metres in length.
• Category D: buses with more than 8 passenger seats.

Drivers who passed their car test before 1997 usually have wider entitlement, so check the record rather than guessing. Professional lorry drivers also need a Driver Certificate of Professional Competence (GOV.UK). If you run goods vehicles over 3,500kg, the business needs an operator’s licence as well: see our O-licence guide.

Penalty points, endorsements and insurer criteria

Points matter in two ways. Under the law, a driver can be disqualified for building up 12 or more points within 3 years, and new drivers face stricter rules (GOV.UK). Under your policy, the insurer may set limits on convictions and points for anyone who drives.

Depending on the offence, endorsements remain on the record for 4 or 11 years. Using a hand-held phone at the wheel, for example, can bring 6 points and a £200 fine (GOV.UK). Our guide to comparing any-driver with named-driver cover explains how insurers use points, age and licence years.

Eyesight and fitness to drive

A licence check will not tell you whether someone can see well enough to drive. GOV.UK sets the standard: drivers must be able to read a number plate from 20 metres away, with glasses or lenses if they use them (GOV.UK). A quick number plate check when someone starts, and again if you have doubts, takes a minute.

Drivers with a licence from outside Great Britain

Some non-GB licences can be used here for a time and others need exchanging. GOV.UK has a tool that tells a driver whether they can drive in Great Britain on their licence (GOV.UK). Ask the driver to run it, keep the result with your records, and tell your insurer about the driver before they start.

What happens if someone drives without the right licence?

The driver commits an offence, and so can the business. Causing or permitting someone to drive a class of vehicle their licence does not cover is itself an offence (Road Traffic Act 1988, section 87).

The insurance can fail too. Policies generally only cover drivers who hold the right licence, so a claim may be refused, or the insurer may recover what it pays out. Causing or permitting someone to use a vehicle without insurance is a separate offence (section 143). For the driver, driving uninsured can mean 6 penalty points and a £300 fixed penalty (GOV.UK).

How often should you check drivers’ licences?

No law sets a fixed interval. A common approach is to check every driver before they first drive, then repeat on a cycle that matches the risk. That means more often for drivers with points, young drivers and anyone in a larger vehicle. Check again after any incident, or if a driver tells you about a new offence.

Keep the records lean. Under UK GDPR, personal data should only be kept while you need it (legislation.gov.uk). That means a set retention period for check records. Our INDG382 guide explains how licence checks fit into a wider driving-for-work risk assessment.

Frequently asked questions

Can an employer check my driving licence?

Yes, with your permission. You create a check code on GOV.UK and give it to your employer with the last 8 characters of your licence number. They can then see what you can drive and any points or disqualifications (GOV.UK).

How long does a driving licence check code last?

A check code is valid for 21 days from when the driver creates it. The person checking can use it only once, so a fresh code is needed for every new check, including routine rechecks.

Can I drive a 3.5 tonne van on a car licence?

Yes, on a category B licence from a test passed from 1 January 1997 onwards. It covers a van as long as it weighs no more than 3,500kg fully loaded and has at most 8 passenger seats. Zero emission vans are allowed up to 4,250kg, as GOV.UK’s licence categories page explains.

You might also need

• Van insurance – for a business running one or two vans
• Motor trade insurance – for staff who drive customers’ vehicles
• Mini fleet insurance – for a business running two to five vehicles

Licence checks feed straight into your insurance. Once you know who drives what, ask Quotezone for fleet insurance quotes, giving insurers an accurate picture of your drivers. Quotezone, which is FCA-regulated, has compared UK insurance for customers since 2007 and works with 25+ UK fleet insurers and brokers.