Journey planning
- Long driving schedules, long hours, multiple stops
- Weather conditions: rain, snow, ice and strong winds
- Driving whilst fatigued.
Toolbox Talks
Driving for work Toolbox Talk
This Toolbox Talk aims to raise awareness of the risks associated with driving for work activities and to outline practical steps employees and employers can take to ensure journeys are planned, vehicles are safe, and drivers remain alert and responsible at all times.
Complete the form to unlock the full Toolbox Talk below and access a downloadable PDF version for briefing your managers and employees.
Complete your details to reveal and download the Driving for Work Toolbox Talk
Why driving for work?
Driving for work includes any business-related travel undertaken during the working day, excluding normal commuting.
It covers visiting clients, travelling between sites, vehicles transporting goods, attending meetings, or using company or personal for work tasks.
Employers must manage associated risks, ensure vehicles and drivers are safe and compliant, and verify grey-fleet suitability.
Employees must follow safe-driving procedures and keep vehicles roadworthy and properly insured.
Why it matters
- Driving for work remains one of the most hazardous activities that employees undertake.
- Employers must manage risks arising from work-related journeys, including planning, scheduling pressures, weather, fatigue, and vehicle condition
Key risk factors
Vehicle condition
- Roadworthiness and functioning safety systems
Your alertness
- Avoid distraction including from in-car technology
- Driving whilst fatigued / influence or alcohol and drugs (prescription and non-prescription)
Daily vehicle checks
Prior to each daily journey, complete basis visual checks of your vehicle, including:
- Tyres: minimum tread depth 1.6 mm; correct pressure; no cuts/bulges.
- Lights: all functioning; lenses clean.
- Windows & Mirrors: clean, unobstructed.
- Wipers & Washers: good condition; topped up.
- Fluids & Leaks: correct levels; no leaks.
- Brakes: functioning normally.
- Seatbelts & Load: operational; loads secure.
- Infotainment & Phone: set before driving; phone secured.
- Driving Conditions: check weather; carry essentials (water, warm clothing, blanket).
- Fuel & EV Charge: adequate spare in the event of diversion or breakdown.
Safe driving behaviours
- Plan your journey. Where, when, how?
- Stay alert to local driving and changing conditions.
- Take breaks when needed (every 2 hours)
- Avoid distractions, including noise and hand-held devices
- Avoid driving under the influence of alcohol and drugs. Consider – prescription medicines can cause drowsiness
- Report defects to your line manager immediately. Arrange maintenance and stop driving.
- Always Follow the Highway Code: driving conditions and national and local speed limits.
Remember
Safe vehicles, careful journey planning, and responsible driver behaviour reduce accidents.
Report concerns promptly.
Discussion points
- What challenges or risks have you encountered while driving for work?
- How can journey planning be improved?
- How can we ensure consistent vehicle checks?
- How can we better support colleagues.
Download the Toolbox Talk PDF
Ideal for team briefings, training sessions, or your health & safety records.
Looking for more on this topic?
Use our practical checklist to reinforce safe working practices or read the full article for deeper guidance and legal context.
Employers can share this during Road Safety Week to reinforce safe habits and ensure consistent messaging across the organisation.
Your Questions Answered
Everything you need to know about road safety at work
Do road safety responsibilities apply to employees using their own vehicles (grey fleet)?
Yes — if an employee uses their own vehicle for work, it must be safe, insured for business use and properly maintained.
Should EV drivers complete different checks to petrol or diesel drivers?
EV drivers must check charge levels, plan charging stops, and understand factors affecting range. Petrol/diesel drivers must check tank level and refill before long journeys.
What is the minimum fuel or charge level employees should start with?
We recommend at least 25% fuel for petrol/diesel vehicles and 60–80% charge for EVs before any work-related trip.
What causes most work-related road accidents?
Common causes include fatigue, poor scheduling, distracted driving, bad weather conditions and inadequate vehicle checks.
How can we improve road safety quickly?
Update your Driving for Work policy, deliver toolbox talks, require daily checks and ensure clear guidance on EV charging and fuel levels.
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