- A standardized driver’s license check form helps fleet managers to document the continuous checking of driver’s licenses in a legally compliant manner.
- Although there are no legally defined inspection intervals, it is recommended that driving licenses are checked at least every six months or before a vehicle is taken over.
- An electronic driver’s license check offers advantages over the manual form, such as automatic reminders and complete documentation
Regularly checking driver’s licenses is one of the key tasks in fleet management. Fleet managers can use either manual or electronic methods to carry out these checks. For both methods, complete and traceable documentation is essential. In the event of a claim, this documentation serves as important proof that the checks were performed. A clearly structured driver’s license verification form helps fleet managers efficiently fulfill their obligation to verify the validity of driver’s licenses. It supports documentation, meets legal requirements, and ensures clear processes in fleet management.
Contents
- 1. Briefly summarized: The basics of driving license checks in the fleet
- 2. What is a driver's license check form?
- 3. Download driver's license check form
- 4. Liability and legal consequences of a missing driver's license check
- 5. How often must a driver's license check be carried out?
- 6. Driver's license check form vs. electronic driver's license check
- 7. FAQ about the driver's license check form
- 8. Other useful articles
Briefly summarized: The basics of driving license checks in the fleet
Whether company cars or pool vehicles, fleet managers must regularly check the driving licenses of all drivers. The aim is to ensure that the driver’s license is valid and that the driver has the required driving license categories. The basis for this is §21 of the Road Traffic Act (StVG), which clearly states the consequences of non-compliance.
How often you as a fleet manager must carry out the checks is not specified by law. However, it is recommended that driving licenses are checked before every first journey and every six months thereafter. If the driver changes vehicles, you must check the driver’s license again. If there are frequent fines or defects in the vehicle, you should check driving licenses even more frequently.
If you would like to find out more about the legal requirements, we recommend our articles “Driving license check in the fleet: The legal regulations“.
You can use a manual driver’s license check using a driver’s license check form or a software solution for electronic driver’s license checks. We will take a closer look at the advantages of this method below.
What is a driver’s license check form?
A driver’s license check form is a document that is used to record the regular checking of drivers’ licenses and ensure that they are valid. Such a template for the employer’s driving license check is intended to support you in its implementation.
A driver’s license check form should take this information into account:
Driver details
- Name
- Address
- Contact details
Driving license details
- Driver’s license number
- Driving license classes
- Date, place and authority of issue
- Expiration date
Control data and signatures
- Date of the check
- Confirmation of validity (yes/no)
- Check carried out by (e.g. fleet manager or authorized person)
- If applicable, comments (e.g. abnormalities, necessary measures)
- Signature of driver and fleet manager
Download driver’s license check form
Our free driver’s license verification template (PDF) helps you conduct manual checks on your vehicle fleet. Simply print out the template and fill in the required information. The driver’s license verification form is then signed by you and the driver in question and filed away. Please note that the original driver’s license must be presented. One copy is not sufficient.
Even if the manual driver’s license check using a driver’s license check form sounds like a simple and practical solution, it is associated with a high administrative burden. In addition to organizing appointments, all driving licenses have to be checked manually. It is also not uncommon for there to be gaps in the documentation or illegible entries. Incorrect or inaccurate entries can also have consequences in the event of a claim. An electronic driver’s license check, on the other hand, saves time and reduces costs.
Download driver’s license check form (German only)
Liability and legal consequences of a missing driver’s license check
Checking driver’s licenses is not only an organizational obligation, it is also highly relevant from a legal perspective. If an accident occurs involving an employee who does not have a valid driving license, this can have considerable consequences for the company. The owner of the vehicle, usually the employer or the fleet manager, is responsible for ensuring that only persons with a valid driving license drive a vehicle.
If this inspection obligation is neglected and not sufficiently documented, the insurance company can make recourse claims or even refuse to pay benefits in the event of a claim. In particularly serious cases, there is a risk of fines or criminal prosecution.
A legally secure driver’s license check form or a professional employer driver’s license check sample is therefore crucial in order to be able to prove that all checks have been carried out properly and on time in the event of an emergency. Make sure that processes are clearly regulated and that all parties involved are informed of their obligations.
How often must a driver’s license check be carried out?
The law does not specify a fixed frequency for regular driver’s license checks, but it is recommended that they be carried out at least twice a year. In particular, a check must be carried out before driving company vehicles or company cars for the first time. This serves as proof that the driver is in possession of a valid driving license and is entitled to drive the vehicle in question.
In addition to the initial inspection, a reliable reminder system should be installed to ensure that deadlines are met. Whether using a manual form or a digital solution, the intervals should be clearly defined and implemented transparently.
Fleet managers should define these processes as part of fleet management, review them regularly and adjust them if necessary. Closer monitoring makes sense, especially with frequently changing drivers or leased vehicles. An efficient process, supported by legally compliant documentation, is crucial here.
Driver’s license check form vs. electronic driver’s license check
Instead of carrying out the checks manually using a driver’s license check form, more and more fleet managers are turning to a software solution for digital driver’s license checks. This automates processes, minimizes effort and ensures greater safety in the fleet.
Once all the driver data has been stored in the system, you can define the desired inspection intervals. The tool then automatically notifies drivers of upcoming and overdue appointments by email or push notification in the app. Using the smartphone app, drivers can conveniently scan their driving license themselves. This is particularly convenient for drivers in the field or working from home, as there is no need to travel to the company site for the visual inspection. The traceable and complete documentation of all inspections serves as important proof – especially in the event of a claim.
CarWise’s software solution flexibly combines various inspection methods. In addition to inspections via a smartphone app, visual inspections or manual inspections at company locations using a USB drive are also possible. You can choose the inspection methods that best suit your fleet’s specific needs.
Conclusion
- Regular driver’s license checks are required by law and are part of the owner’s obligations. A standardized driver’s license check form ensures structured and traceable inspection processes.
- Drivers’ consent must be obtained, especially for digital procedures, and fixed reminders ensure timely, efficient checks in day-to-day operations.
- With the right documentation, those responsible can maintain an overview and reliably safeguard the legal framework in day-to-day fleet management.
FAQ about the driver’s license check form
When using the form for international drivers with foreign driving licenses, there are some special features to consider. Firstly, international driving licenses can have different classes and categories, which are not always comparable with the national categories.
The validity may also vary. Therefore, in some cases, it may be necessary to have an additional driver’s license or a translation of the driver’s license. Also bear in mind that verifying authenticity can be more complex, as security features and formats vary from country to country.
The law does not specify how often driving licenses are checked. In practice, it has become established that driving licenses are checked at least every six months. If damage to vehicles or fines are issued more frequently, you should carry out checks using the driving license check form more often.
In principle, the owner of a vehicle is responsible for compliance with the owner’s liability, i.e. for carrying out the driver’s license check and the UVV driver instruction. This is usually the management or the company board. They can delegate their duties to a competent and suitable person: the fleet manager. This person is then responsible for creating, implementing and managing the driver’s license check form.
Yes, if a company vehicle is provided, the employer is legally obliged to check that the driver’s license is valid. Employees must therefore present their driving license as part of their duty to cooperate.
If the inspection is omitted or not properly documented, the owner – i.e. the company – is liable in the event of damage. There is a risk of fines, recourse claims and, in serious cases, criminal prosecution.
The form should include at least the following: Driver’s name
– Driver’s license class(es)
– Driver’s license number and date of issuance
– Date of the inspection
– Name and signature of the inspecting officer
– Confirmation of a valid driver’s license
Whenever an employee is provided with a vehicle for use – regardless of whether it is a company car or a pool vehicle. The check must be carried out before the first journey and regularly thereafter, usually at least twice a year.
Other useful articles
- The 5 advantages of fleet management software for your company
- Fleet management tasks: The 10 most important fleet activities
- Driver instruction according to UVV: Download template as PDF
- Claims management software: How fleets benefit from digitalization
- Fleet optimization – efficiency and digitalization in modern fleet management
