Driving at Work Policy

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1.0 Introduction

Driving has the potential to cause death or serious injury. MRG believes that managing risks arising from driving for work is the joint responsibility of MRG and its employees.

MRG has a responsibility to ensure that persons, who drive in connection with the business, maintain a high standard of driving in a safe and legal vehicle, and by doing so reduce the risk of death, serious injury or prosecution to themselves or other road users.

MRG will seek to ensure that:

• All statutory legislation relating to driving, the use of vehicles and medical fitness to drive is complied with;

The requirements of the Highway Code are complied with;

Best practice in relation to driving standards, journey planning, rest breaks and restrictions on the use of in-vehicle technology such as sat-nav, tablets and mobile phones are promoted.

Adequate resources are made available for the implementation of the policy.

2.0 Health & Safety at Work

It is everyone’s responsibility to ensure the Health and Safety at Work Act is fully supported and proper attention is given to the prevention of accidents.

Driving and handling staff are NOT permitted to consume alcohol or illegal drugs of any description during work hours. Failure to comply with this instruction will constitute a breach of company rules and will result in disciplinary action being taken – see MRG Alcohol & Illegal Drugs Policy and the Highway Code sections 95-96 for further information.

Employees must ensure they do not carry out or condone unsafe practices that could result in injuries to self or other persons.

All staff have a duty to report health and safety exposures to their Manager immediately, they are observed.

Each employee has a duty to:

Take reasonable care for the health and safety of himself / herself and of other persons who may be affected by his actions or omissions at work.

•To co-operate with his / her employer or any persons, so far as is necessary, to make it possible to comply with statutory duties and requirements affecting health and safety.

Not to intentionally, or recklessly, interfere with or misuse anything provided in the interests of health, safety and welfare.

0.3 Environment

The driver will be expected to perform his/her duties whilst giving full consideration to the environment, by following the instructions detailed below:

• Safe and proper use of the vehicle.

4.0 Waste

  • Observe the Highway Code at all times – particularly section 123 The Driver and the Environment. A copy of the Highway Code is available in the office.

  • Give full consideration to other road users and the general public at large by displaying due care and courtesy at all times.

  • Avoid excessive exhaust emissions, particularly in built up areas.

  • Avoid unnecessary litter, clear up and remove all unwanted packing and debris. Ensure

    proper disposal.

  • Keep the vehicle clean and tidy at all times.

  • All waste materials i.e. timber, pallets, cardboard and plastics must be disposed of either by returning to the depot or to a local Municipal Waste Disposal Centre.

  • Note: This does not apply to certain customers who have re-usable packaging; this must be returned to the warehouse for return to the customer, as per their instructions.

  • All waste materials, if returned to the Depot, must be placed in the relevant skip provided for recycling.

  • To ensure the skips are fully utilised, the materials should be properly flattened where possible. Machine pallets and packaging should be laid flat. Pallets in good condition should be offered to the warehouse operation for re-use.

  • If waste materials have to be left outside the skip because it is full, first ensure the fact has been reported and then stack the materials neatly in an adjacent spot near the skip.

  • Should you suspect that any waste material that you are being asked to move to be of a

    potentially hazardous nature – DO NOT MOVE IT – but seek further advice from your Operations Team.


5.0 Journey Times and Mileage

The driver is responsible for the operation of his/her vehicle and must ensure:

  • The safety of occupants, the load and the vehicle.

  • Journeys are to be completed by the quickest route unless otherwise specified by

    the driver’s office.

  • When routings and drop sequences have been specified, the driver must ensure

    they are adhered to at all times unless otherwise directed by the Traffic Office.

  • All deviations, delays or breakdown are reported to the Operations Team

    immediately as they occur.

6.0 Communication

Drivers must always maintain constant contact with the depot and report their progress through each stage of their journey should problems occur i.e.

  • Traffic congestion

  • Problems at site

  • Ferry delays

Driving at Work Policy 7.0 Running Expenses

The driver must ensure he/she has sufficient funds available, either cash or credit facilities, in case of unforeseen circumstances arising e.g.

  • Toll charges

  • Vehicle breakdowns and recovery • Sundries

    Running expenses will be refunded on return to the office. Please keep all expense receipts.

8.0 Mobile Phone and In-cab Technology

MRG vehicles are mainly crewed with 2 men or more, this means the 2nd man is available to make or receive calls, send or read texts, e-mails or otherwise use a mobile phone, or any other in-cab technology, while the vehicle is moving.

If a driver is alone in the cab whilst driving, they should only answer incoming calls using a hands- free kit and only when absolutely necessary.

There is a danger of driver distraction being caused by in-vehicle systems such as satellite navigation systems, congestion warning systems, PC’s, multi-media etc. You MUST exercise proper control of your vehicle at all times. Do not rely on driver assistance systems such as cruise control or lane departure warnings. They are available to assist but should not reduce your concentration levels. Do not be distracted by maps or screen-based information (such as navigation or vehicle management systems) while driving. If necessary find a safe place to stop.

See Highway Code sections 149 – 150 and safe system of work – MRG-SSOW-04.

9.0 Smoking

Smoking is not permitted in any MRG vehicle or whilst carrying out duties or responsibilities as a MRG employee.

10.0 Medical Conditions and Fitness to Drive

Make sure you are fit to drive. Employees must notify their manager of any medical condition likely to affect their ability to drive safely, as soon as possible.

All persons who drive on MRG business must meet the relevant eyesight requirements for the Driving Standards Agency national driving test for the appropriate category vehicle – this means being able to read a number plate from a distance of 20.5 metres.

MRG are committed to checking all driver’s eyesight on induction and then every 6 months thereafter.

11.0 Driver Fatigue

Driving when you are tired greatly increases your accident risk. Sleepiness reduces reaction time, vigilance, alertness and concentration so the ability to drive is impaired. The speed at which information is processed is also reduced by sleepiness.

To minimise this risk:

  • Make sure you are fit to drive and well rested.

  • If you feel sleepy, stop in a safe place. Do not stop on the hard shoulder of a motorway.

  • Be aware that many over-the-counter medicines, including remedies for coughs, colds, flu

    and hay fever, cause unwanted drowsiness which might impair driving. Warnings about drowsiness are not always clear so, for example, if the label say’s “it may cause drowsiness” assume it will do so.

    See sections 90 – 92 of the Highway Code, a copy of which is available in the office.

12.0 Safety Equipment

Safety equipment must always be used or worn appropriate to the task being undertaken and in accordance with the company Health and Safety Policy.

Hard-hats must be worn at all “hard hat” sites involving lifting and lowering, or when it is the requirement of the customer on any site.

Additional PPE requirements will be noted in the job instructions.

13.0 Vehicle Cleanliness

• The cargo area is to be kept clean at all times.

• The driver’s cabin and crew areas (if applicable) are to be kept clean at all times. 

• The handling and stowage equipment is to be stored safety and tidily.

• Vehicles are washed on a regular basis by an external company in the yard.

14.0 Daily Checks

The driver has two direct responsibilities:

  1. a)  Reporting all defects using the appropriate channel of reporting

  2. b)  To carry out the following daily checks:

Whilst the vehicle is stationary: tacho certification, MOT Plate, oil, water, lights, tyres (condition and pressures), wheel and wheel nuts, drain air tanks, vulnerable road user safety equipment – signage, side under run protection bars and class VI mirrors.

Whilst vehicle is on the move: Brakes and steering.

15.0 Defect Reporting

The driver must report any vehicle defects either as they are found or at the end of the day on return to the depot. ALL DEFECTS MUST BE RECORDED.

Should a defect render the vehicle unsafe or un-roadworthy, the vehicle must not be driven until the fault has been rectified.

The fitter should sign the Defect Book to record that the repair has been affected.

Non-urgent faults may be held over to the vehicle’s next service and rectified when the service is being done.

On completion of the vehicle’s servicing the driver should check the vehicle to confirm the faults have in fact been done.

16.0 Vehicle Loading & Stowage

The driver is responsible for ensuring the general safety of the vehicle and its load (this includes any handling equipment), and that the paperwork is in order before leaving the depot.

If the vehicle is loaded in the driver’s absence he/she must inspect the load before departing.

When collecting goods the driver must inspect them for damage to ensure he/she is not held responsible for damage caused prior to loading. If any damage is located the driver must call Customer Services immediately to report and a non-conformance must be raised on the PDA.

The driver must ensure the number of pieces being signed for corresponds with the paperwork.

The driver must ensure the vehicle is not loaded in such a manner that exceeds the vehicle axle loading.

If the driver suspects (for any reason) that the load is unsafe or is incomplete then he/she must not drive the vehicle but immediately report the matter to his/her office and wait until the problems have been resolved.

Where seals are employed the driver must check the condition of the seal and the seal number against the number detailed on the paperwork and report any discrepancies to the Operations Team immediately.

Drivers and crew members are equally responsible for ensuring that loads are correctly stowed whilst taking into consideration the delicacy and handling restraints for each particular piece of equipment.

17.0 Vehicle Breakdowns

In the event of a breakdown a call must be made to Warren Crawford – Fleet Manager – on 07894691326 to register the breakdown. In the event of Warren being unobtainable then ring Nicholas Logan on 07785618107.

Inform your Operations Team of the breakdown at the earliest opportunity.

One person must remain with the vehicle for the entire recovery process, unless told to wait outside of the vehicle by either the police or a traffic officer for your own safety.

18.0 Accident/Incident Reporting

Drivers are responsible for reporting any accident, incident or near miss in which they are involved or which they witness to their line manager immediately, or as soon as it is reasonable to do so.

All accidents, incidents and near misses must be formally recorded using the relevant report, copies of which are available on request from their manager.

The four most common causes of accidents in the UK are:

  • Turning right

  • Travelling too close to the vehicle in front.

  • Speeding

  • Overtaking

    What to do at the scene of an accident:

  • Stop – it is an offence not to stop at the scene.

  • Priority action is to ensure there will be no other collisions or that vehicles will catch fire

  • Protect yourself (always wear hi-vis clothing) and warn other traffic users against any


  • Contact emergency services

  • Inform your Operations Team

19.0 Security

Due to the high monetary value, or intellectual property value of the types of goods we carry, stringent security procedures must be adhered to.

MRG will always operate in two man crews.

Drivers must adhere to Tachograph rules at all times and when a break is required a secure location must be found – for example a motorway service area or gated compound.

One man must remain with the vehicle at all times including during loading/unloading.

If a refuelling stop needs to be undertaken then again one man must remain with the vehicle at all times.

If your run involves an overnight stop then a designated area for you to overnight will have been pre-authorised by the Operations Team.

If you run out of hours due to circumstances beyond your control, you must advise customer services prior to 1800hrs so the secure parking area you have identified to use can be authorised.

Once in the overnight location, where possible, the tail-lift or doors should be parked against an immovable object to prevent opening and the isolator keys should be removed and the tail-lift buttons housing locked off.

It is expected that the driver will have pre-planned the route to avoid having to asking for directions. The route to be taken is not to be discussed with any parties and the contents of the load is considered totally confidential.

It is of prime importance that each driver completes a full inspection of the vehicle to verify the integrity of the load after every stop /rest period.

Drivers are not allowed to remove or replace a seal without a witness (e.g. from the depot, customer or police).

Never uncouple a trailer from the truck unless an instruction is received from your Operations Department or for loading or unloading.

If at any stage you think your load or vehicle may have been tampered with call the Operations Team

Exceptional circumstances:

  • If the vehicle is hijacked, i.e. stolen through force, your safety is paramount so please comply with the criminal’s demands even if this involves handing over the vehicle keys.

  • The vehicles are fully tracked so as soon as is safe to do so ring the police and your Operations Team

    Unwelcome Attention – Attracting unwanted attention of another driver usually starts at a junction or whilst overtaking on the motorway. The defensive drivers’ aim is to keep the wheels moving to minimise any time in the hazard area. Try to remain as calm as possible and concentrate on driving safely.

    If you are being followed, drive to a busy, well-lit area and go for assistance. Do not be tempted to increase your speed. If a vehicle pulls alongside you, avoid eye contact and ignore the occupants.

    If someone pulls up on front of you and causes you to stop, do not turn off your engine. If someone leaves the vehicle and approaches you, reverse safely as far as possible and use your horn to attract attention.

    Some drivers may retaliate to situations with aggressive gestures, verbal abuse, tailgating and worse. If someone displays aggression, ignore it. Do not retaliate, or get out of your vehicle to argue – continue to drive safely away from the situation.

20.0 Refuelling Stop

For all vehicles that spend regular periods away from the depot, the drivers of those vehicles will be supplied with a fuel card.

  • Fuel Cards may only be used at specific fuelling points where the driver is authorised to draw fuel.

  • The location of these points are all contained in a directory issued by our chosen supplier. This directory contains a list of all fuelling points with their geographical locations plus any other services i.e. showers, food, repairs etc.

  • Copies of the Directory are available to drivers on request.

  • Any driver who experiences problems with drawing fuel, while using a fuel card, should contact his office immediately.

  • Always provide the garage with the current mileage and vehicle registration number when refuelling.

  • Vehicles must not be left unattended unless all possible precautions have been taken that are appropriate under given circumstances to prevent unauthorised access – see section 19.0.

21.0 Vehicle Parking

The driver is responsible for the parking of his/her vehicle safely within legal limits. Always ensure you comply with the security requirements (section 19.0) when parking your vehicle.

Loaded vehicles should not be left at the kerb side unless attended by the driver or if there is no reasonable alternative.

If kerb side parking is necessary the driver should attempt to inform the local police station.

Parking of vehicles on restricted streets should, where possible, be avoided unless parking permission has been obtained beforehand.

Drivers should always ensure they have the appropriate parking dispensation certificate in their possession before arriving at the customer’s site.

If, in emergency situations, a driver has to park his/her vehicle in a restricted roadway he/she should try to contact a Police Officer or Traffic Warden to seek their permission.

The driver must not enter into arguments but contact his office and await instructions.

NOTE: MRG will NOT accept the responsibility or reimburse employees for parking fines, wheel clamping etc. – unless prior permission has been given to park in that location.

Please be aware Police Parking Dispensation can be overridden by the individual officer on the spot. He or she does not have to give a reason.

When awaiting loading / unloading the driver should not move his/her vehicle from the parking area until the warehouse department is ready.

22.0 Vulnerable Road User Policy

MRG is committed to minimising the risk, not only to our drivers but also to the most vulnerable road users.

Everyone has the right to travel on the road safely, whether by car, motorcycle, pedal cycle, horse or on foot. Drivers should take extra care to avoid collisions with vulnerable road users because a pedestrian, cyclist, motorcyclist or horse rider will always come off worse.

22.1 Pedestrians:

How you can help pedestrians:
       Give them time and room to cross, especially the elderly or disabled.

  • Remember pedestrians may be hard to see, especially children.

  • Don’t park on pavements, it is illegal and may necessitate people walking on the road to get

    past, particularly those with wheelchairs and pushchairs.

  • Stop at zebra crossings if someone is waiting to cross.

  • You must stop for School Crossing Patrols.

  • Never wave a pedestrian across the road as there may be other traffic overtaking from

    behind you.

22.2 Cyclists:

Cyclists can be difficult to see, especially at junctions. They are also particularly vulnerable at roundabouts and are unable to move off quickly. Be aware that cyclists may wobble, and are easily affected by side wind, when being overtaken. They may often ride away from the kerb to avoid drains, pot holes and debris and therefore adequate clearance between them and the vehicle is essential.

How you can help cyclists:

  • Always look out for cyclists and check your mirrors for them (especially your blind spot mirrors and aids).

  • Give them the time and room they need.

  • Be especially careful that your nearside is clear when turning left.

  • Make sure you’ve given them plenty of room when overtaking them.

  • Respect cycle lanes and advance stop signs.

  • Slow down when approaching cyclists.

  • Never overtake a cyclist and then turn left shortly afterwards.

22.3 Motorcyclists:

Motorcyclists can be difficult to see, especially at junctions where they are often injured when cars haven’t noticed them and pull out.

Drivers should be aware that motor bikes are often travelling faster than you might think. They can also be affected by a side wind when being overtaken.
How you can help motorcyclists:

  • Always look out for motorcyclists and give them time and room.

  • Keep checking your mirrors for motorcyclists and be especially careful that your nearside is

    clear when turning left, and at roundabouts.

  • Take extra care when pulling out of junctions – always recheck for motorcyclists before

    pulling out.

  • Give motorcyclists plenty of room when overtaking them.

  • Spilt fuel is hazardous for motorcyclists. Make sure your fuel cap is secure.

22.4 Horse Riders:

Horse riders prefer not to use the roads, but still need to reach bridleways and other off-road facilities and so you may encounter them on their way to these places.

How you can help horse riders:

  • Drive slowly past horses.

  • Give them plenty of room and be prepared to stop.

  • Be patient.

  • Keep engine noise as low as possible and avoid sounding the horn.

  • Look out for horse rider’s signals as they are often able to see and hear further ahead than a


  • Be aware that they may not move to the centre of the road before turning right.

23.0 Safe Driving Techniques – More efficient driving

The safer you drive, the more efficient you drive. Hard, fast driving burns up fuel, tyres and brakes and increases both pollution and stress.

  • Smoothness – accelerate smoothly and progressively and avoid sudden or heavy braking. This will save wear and tear on your engine, clutch, gears and brakes.

  • Style – be calm and patient, rather than aggressive and competitive – it will make your drive more efficient and you will be less stressed.

  • Speed – Reducing speed not only reduces the risk of accidents, but also saves fuel. Cruising at 50 on a dual carriageway, instead of 70, can save up to 30% of your fuel. Stay within speed limits, and if necessary drive at a lower speed to reflect your environment (especially near schools and pedestrian areas).

24.0 Seasonal Driving Tips
Also see The Highway Code sections 226 – 237 on Driving in Adverse Weather Conditions

24.1 Winter – reduced visibility and slippery road surfaces make winter driving particularly hazardous.

  • Clear your windows and mirrors completely of ice before you set off.

  • If you can’t see the road clearly, you will need to reduce your speed so that you can stop

    within the distance that you can see to be clear.

  • Isolated patches of road and certain gradients will remain icy when other parts have thawed.

  • Driving too fast on a wet or slippery road surface increases the risk of skidding.

  • Plan your action early and brake, steer and change gear as smoothly as possible.

  • Avoid harsh braking and acceleration and coarse steering.

  • Slowdown in plenty of time for bends and corners. Black ice will make your steering feel

    light. Respond by easing off the accelerator and being delicate with your steering


  • Keep your vehicle well ventilated – a vehicle heater on full can make you drowsy.

  • To brake on ice and snow without locking your wheels, get into low gear earlier than normal,

    allow your speed to fall gently and use your brakes gently.

  • In icy conditions, increase the gap between you and the vehicle in front.

  • Winter & Spring sunlight can present drivers with an unexpected hazard. The angle of the

    sun will frequently be too low for your visor to help. If you are blinded by the glare, reduce

    your speed.

  • Keeping your windscreen clean and grease free will also reduce glare.

24.2 Spring – wind and rain cause the main hazards during spring time.

  • Be aware of debris on the road, such as branches.

  • Take care near pedestrians, and when passing cyclists, as the wind can blow them off course.

  • Crosswinds can also lead to HGV’s being blown off course.

  • Rain will reduce your ability to see, so increase your braking distance appropriately.

24.3 Autumn

  • Fallen leaves can be very wet and slippery, especially if covering metal items, such as manhole covers.

  • Frosts will clear quickly on unsheltered roads, but be careful under trees and on bends.


Date: 06/09/22

Tim Bloch – Managing Director

Driving at Work Policy

Master Removers Group *MRG* 141 Acton Lane
Park Royal
NW10 7PB

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Last Review Date


Last printed: Author

06/09/22 NL

Private and Confidential Master Removers Group

Driving at Work Policy Doc Reference Version

DWP01 1.1

Issue Date 28/03/19

Next Review Date