Driver/Vehicle Documentation Check Form (DVD)
PROTECT – PERSONAL
/ Driver/vehicle documentation check form (DVD)Human Resources
Managers must complete a DVD annually for drivers that the guidance applies to and drive on official duty.
Driver’s nameManager’s name
Annual checks (see 1)
Date licence valid for UK issued (see 2)Licence address corresponds (see 3) / Yes / No
Number of penalty points on licence
MOT serial number or vehicle registration (V5C)
(see 4)
Tax disc number and expiry date
Valid private car insurance (including business use) / Yes / No
Training need identified
1. If you have reason to doubt the validity of the driver’s documentation, or you spot any anomalies, you should contact Corporate Health & Safety Branch for advice.
2. Non EU pattern driving licences recognised by DVLA are listed on DVLA Factsheet INF 38. If you have concerns about a licence, you must obtain prior authorisation from the driver before contacting DVLA.
3. If the employee’s address on the driving licence does not correspond with the recorded employee’s permanent private address, you must ask the employee for their correct address, and the employee must get their licence updated (see the guidance on the reverse of the driving licence).
4. Check the driver has an MOT for cars over 3 years old; for newer cars, check the driver's vehicle registration (V5C).
Date of annual check / Manager’s signatureLicence – additional checks
You should check the licences of drivers with 4–8 penalty points every six months and the licences of drivers with 8 or more penalty points every quarter, and carry out random licence checks, at least twice a year, on a 25% sample of licences.
No. of points / Date of check / Manager’s initialsNo. of points / Date of check / Manager’s initials
No. of points / Date of check / Manager’s initials
No. of points / Date of check / Manager’s initials
Documents to be kept: You must keep this form and copies of the driver’s licence, MOT (or V5C), tax disc and insurance certificate filed securely for one year from date checked.
Data Protection: Ministry of Justice will process this information fairly and lawfully to verify that drivers and vehicles comply with requirements to drive on official duty. The data will be stored securely and will not be subject to unauthorised use, in accordance with the Data Protection Act 1998.
Driver/vehicle documentation check (DVD) (01.10) PROTECT – PERSONAL 1