Why transport managers need a driver handbook that matches the operation

A transport manager needs drivers to receive the same clear instructions and needs evidence that those instructions were understood. A controlled driver handbook gives that work a consistent starting point, but it only has value when the procedures match the operation.

What the handbook should control

The content should reflect the vehicles and work. Typical subjects include daily checks, defect reporting, authority to take a vehicle out of service, drivers’ hours, tachographs, working time, load security, vehicle dimensions, accidents, breakdowns, mobile phones, drugs and alcohol, security, customer sites and escalation contacts.

The DVSA Guide to Maintaining Roadworthiness says driver responsibilities for vehicle condition and defect reporting should be detailed in writing, acknowledged by the driver and retained. The drivers’ hours guidance states that operators must train and instruct drivers, make regular checks of records and take reasonable steps to prevent breaches.

The transport manager’s review

Before issue, the transport manager should check that the handbook agrees with the maintenance provider arrangements, defect system, tachograph process, induction, customer requirements and actual lines of authority. Every version should show its date. Receipt and understanding should be recorded, with refresher instruction following material changes.

A handbook cannot cure a system that is not being followed. Defect reports, infringement debriefs, training records and management checks should support what the document says.

If the operator is called to public inquiry

The Traffic Commissioners’ guide says the call-up letter provides specific directions and that maintenance and drivers’ hours evidence are commonly requested. A handbook and signed acknowledgements may help show how the operator instructed drivers, but they sit within the wider evidence rather than replacing it.

Transport managers and operators can create a driver handbook written for their operation with Driver Handbooks.

Official sources

• DVSA roadworthiness guidance
• Drivers’ hours operator responsibilities
• A Guide to Traffic Commissioner hearings