The regular checking of driving licenses is one of the central tasks in the fleet. Fleet managers can use manual or electronic monitoring to carry out the checks. Complete and traceable documentation is essential for both variants. This is because, in the event of a claim, it serves as important proof of the inspections carried out. A clear driving license check form helps fleet managers to efficiently implement the obligation to check valid driving licenses. It supports documentation, fulfills legal requirements and ensures clear processes in fleet management.
Contents
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
Driving license check via app
The electronic driver’s license check from Carano takes the strain out of your day-to-day work and offers drivers a great deal of flexibility.
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.
Carano’s software solution combines different test methods in a variable way. In addition to checking via smartphone app, it is also possible to carry out a visual inspection or a manual check at the company locations using a USB stick. You can use the appropriate control methods according to your individual fleet requirements.
Less effort, more safety in the fleet with the electronic driver's license check
With Carano’s electronic driver’s license check, drivers conveniently scan their license on the go via smartphone app. All results are fully documented.
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
1. what are the special features of the driving license check form for international drivers?
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.
2. how often should the driver's license check form be used?
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.
3. who is responsible for creating and managing the driver's license check form?
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.
4. are employees obliged to show their driving license to their employer?
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.
5 What are the consequences if the driver's license check is not carried out in accordance with the law?
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.
6 What should the manual driver's license check form contain?
The form should contain at least:
– Name of the driver
– Driving license category(ies)
– Driving license number and date of issue
– Date of the check
– Name and signature of the person carrying out the check
– Confirmation of valid driving license
7 When is the employer obliged to check driving licenses?
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.
