Work-related driving: Employer responsibilities and what you need to know

Work-related driving is still one of the most dangerous work activities in the UK. It’s estimated that work-related vehicle incidents make up a third of all road traffic accidents, which would amount to 20 employee fatalities and 250 serious injuries every week.

Yet, while many employers believe they meet with the correct road traffic law and employee safety requirements, such as valid MOT certificates, this is often not the case. In fact, past research has demonstrated that almost a quarter of leaders left themselves vulnerable to reputational damage, heavy fines and even corporate manslaughter charges, with more than 1 in 5 businesses having no road safety policy in place at all. This presents major gaps in duty of care and compliance, putting organisational survival at risk.

When your employees’ step into a vehicle for a work journey, whether it’s a company van, lease car or their own vehicle, it becomes a legal extension of the workplace. This makes you as the employer responsible for the employee’s safety, and how they conduct themselves on the road.

The alarming state of employee driving

• Work-related driving accounts for up to 1 in 3 road deaths in the UK
• Many incidents involve grey fleet drivers (employees using their own vehicles for work)
• Thousands of companies still don’t check licenses, insurance or roadworthiness of employee vehicles
• Driver fatigue and speed remain top causes of fatal business-related crashes

Despite this, many employers continue to view employee road risk as a personal issue, not a professional one.

Understanding employer legal responsibilities

Businesses are legally required to manage the health and safety of employees “so far as is reasonably practicable” under the Health and Safety at Work Act 1974. This extends beyond the office to anytime an employee uses a car for work purposes, which depending on circumstance of use, also includes the grey fleet. For most companies however, this doesn’t include an employee’s commute to and from work.

Work-related driving responsibilities also fall under the Management of Health and Safety at Work Regulations 1999, which require that employers carry out suitable and sufficient risk assessments for all work activities, which includes behind the wheel.

Critically, this applies regardless of whether the vehicle is:

• Owned or leased by the business
• Hired for a specific trip
• Privately owned but used for work (grey fleet)

There are considerable risks to not conforming with these rules. This can range from enforcement action, heavy fines, reputational damage, and even prosecution– especially in the event of a serious or fatal collision including an employee on the road for work purposes.

What every employer should be doing in 2025

With increased scrutiny around duty of care and road safety requirements, employers should take proactive measures to avoid compliance risks:

Establish and enforce a clear driving for work policy
This should outline expectations for driver behaviour, required documentation (e.g., insurance, MOT, licence), mobile phone use, and fatigue management.

Conduct regular driving risk assessments
Assess and review risks for all employees who drive for work, including their vehicle type, journey frequency, routes, and driving history.

Check and record driver documentation
Routinely verify driving licences, business insurance, and vehicle condition, including grey fleet vehicles.

Use technology to enhance safety
Consider telematics, vehicle tracking, or dash cams to monitor driving style, improve accountability, and offer training feedback.

Provide driver safety training
Educate employees on defensive driving, speed awareness, fatigue prevention, and what to do in the event of a collision.

Encourage safer vehicle choices
Offer employees access to newer, safer, lower-emission cars through a Car Benefit Scheme or lease hire programme that meets minimum safety standards.

Support journey planning and rest
Encourage realistic scheduling that allows time for breaks, adverse weather, and safe routing, especially for long or unfamiliar journeys.

Protecting your workforce and your business

Work-related driving is not just a transport issue, but a critical pillar of organisational health and safety, as well as risk management strategy. By putting the right policies, training, and monitoring systems in place, the risk of collisions is reduced, employees and other road users are protected and legal and reputational fallout is avoided.