A complete guide to setting up compliant HGV driver files. Discover what documents you need, how to store them, and why it matters for your Operator Licence.

📂 Why Are Driver Files So Important?

Every HGV operator is responsible for keeping up-to-date, complete driver files. These are often checked during DVSA visits, public inquiries, and internal audits. Missing or outdated documents can put your licence at risk.

Maintaining well-organised driver files demonstrates that you prioritise driver competence and compliance.

✅ What Should a Driver File Include?

Each driver should have their own individual file. It should be regularly reviewed and kept up to date. Here’s what you must include:

🧾 Core Documents

1. Driving Licence Copy

• Front and back, in colour
• Verified and signed by a responsible person

2. Licence Entitlement Check

• Initial check plus ongoing checks (e.g. 3-monthly)
• Record date, result, and who checked

3. Driver Qualification Card (DQC)

• Copy of card and expiry date logged

4. Driver CPC Training Record

• Evidence of completed CPC hours (full 35 over 5 years)

5. Medical Declaration

• Driver has confirmed fitness to drive
• Include DVLA Group 2 medical certificate (if applicable)

📘 Additional Recommended Documents

• Employment contract or terms
• Right to work check (passport or visa evidence)
• Training records (induction, manual handling, safe loading etc.)
• Annual driver licence declaration form
• Driving assessment reports
• Disciplinary or incident records
• Tachograph card issue and return forms

🗂️ Digital or Paper Files?

You can store driver files either digitally or on paper – but they must be secure, accessible for inspection, and organised clearly.

If digital, ensure documents are scanned clearly and filed consistently (e.g., folder per driver > subfolders for training, checks, etc.).

🔄 Ongoing Maintenance Tips

• Schedule routine checks (e.g. licence checks every 3 months)
• Review files annually during compliance audits
• Remove outdated or irrelevant records
• Log each time a file is updated or reviewed

⚠️ Common Mistakes

• No licence check history
• Outdated CPC hours or missing DQC copy
• No training or induction record
• Poor file structure (hard to find documents)

📌 Final Thoughts

Driver file compliance isn’t just box-ticking—it’s a key part of your Operator Licence undertakings. It shows you’ve done your due diligence and are managing road risk responsibly.

🛠️ Need Help Auditing Your Driver Files?

We can provide file templates, checklists, and full driver file audits as part of our compliance support. Get in touch today to keep your files inspection-ready.