How should an HGV operator check driver licences, CPC and tachograph cards?

Check before the first driving duty

Use the DVLA service with the driver’s permission and current check code to confirm the live record. Check the categories held, expiry, endorsements, penalty points and any disqualification rather than relying only on a copied photocard.

Match the entitlement to the actual vehicle and trailer combination. A general statement that somebody is an HGV driver does not confirm that they can drive every category used by the business.

Confirm the professional qualification and tachograph card

Where Driver CPC applies, verify that the driver holds the correct current qualification for the work. Current GOV.UK guidance distinguishes National and International Driver CPC, so the planned journeys matter when checking suitability.

Check the digital tachograph card where the work requires one, including the driver identity, card number and expiry. The driver should know how to report a lost, damaged or malfunctioning card and what records are required while the issue is resolved.

• driving licence identity and correct categories
• licence and vocational entitlement expiry dates
• restrictions, endorsements and disqualifications
• Driver CPC type, status and expiry where required
• digital tachograph card number and expiry
• specialist qualifications needed for the assigned work

Use a written driver-authorisation decision

Record who completed the checks, when they were completed, the evidence seen, any restrictions and the vehicles or work authorised. Do not treat document storage as the decision itself.

Agency and temporary drivers need the same operational standard. Evidence supplied by an agency can support the process, but the operator should still confirm that the person is suitable for the vehicle and duty being assigned.

Recheck on a sensible cycle and after triggers

Set a routine recheck frequency based on risk and company policy, and bring it forward after a collision, offence, licence change, long absence, role change or concern. Avoid presenting one internal frequency as if it were a universal statutory interval.

Ask drivers to report new offences, restrictions, medical licensing decisions and lost or changed cards promptly. The operator should record the report and reassess authorisation rather than wait for the next diary date.

Stop the assignment when evidence is unclear

If the live record cannot be checked, the entitlement does not cover the vehicle, a required qualification has expired or the information conflicts, pause the driving assignment and escalate it. A commercial need to cover the job does not resolve an authorisation gap.

Keep copies or results only for as long as needed, restrict access and make sure personal information is handled under the company’s data-protection arrangements.