What transport managers should check before confirming an HGV driver
A shift-level checklist covering identity, entitlement, CPC, tachograph records, right to work, site requirements, and assignment terms.
Check the person and the driving entitlement
The profile name should match the identity and driving-licence records. Review the licence categories required for the vehicle and work, the expiry date, endorsements, and the date and outcome of the latest recorded check. A DVLA check code is time-limited, so an old screenshot should not be treated as a current check.
- Identity record matches the driver profile.
- Correct licence category is present for the planned vehicle.
- Licence and recorded DVLA check are current enough for the assignment.
- Endorsements meet the hirer, insurer, and site requirements.
Check professional and work eligibility records
A platform status helps organise the review, but it does not replace the hirer’s responsibility to decide whether the individual and evidence are suitable for that shift.
- Driver CPC is current for work that requires it.
- Digital tachograph card record is current where required.
- Right-to-work evidence has been reviewed through the appropriate route.
- ADR, HIAB, Moffett, site induction, or other task-specific evidence is present when the shift requires it.
Make the assignment clear before confirmation
The driver should see the material terms before accepting. Changes after confirmation should be recorded and accepted, rather than left in a phone call or informal message.
- Depot, reporting point, start time, expected finish, duties, and vehicle type.
- Rate, overtime treatment, paid or unpaid breaks, and minimum guaranteed hours.
- Known health and safety risks, PPE, site rules, and expense arrangements.
- Cancellation, substitution, timesheet, invoice, and payment process.
Keep a decision record
Record who reviewed the evidence, when it was reviewed, the version of the assignment terms accepted, and any objective reason for rejecting an applicant or proposed substitute. That creates a usable operational trail without claiming that software alone guarantees compliance.
This checklist is operational guidance, not legal advice. Hirers should confirm their employment-status, tax, licensing, insurance, and work-finding obligations with appropriate advisers.