Audit template
Driving Compliance
Tracks licences, business insurance, MOT and vehicle checks for staff who drive. This template runs quarterly in MyCareCompliance and carries 8 mapped checks across 6 CQC quality statements.
Last reviewed: September 2026. This guidance reflects CQC information available at the date above — always refer to cqc.org.uk for current regulatory requirements.
What the audit covers
Every question in the Driving Compliance is mapped to a CQC quality statement and the underlying regulation, so a failed check tells you exactly which part of the single assessment framework is at risk. This is an optional template you can switch on when it applies to your service.
- Runs quarterly — optional template
- Part of the Workforce audit category
- Maps to 4 regulations: Regulation 12 — Safe care and treatment, Regulation 17 — Good governance, Regulation 19 — Fit and proper persons employed, Regulation 18 — Staffing
- Failed checks become tracked improvement actions with an owner, due date and evidence
The 8 checks
Involving people to manage risks
Safe — 1 check- Regulation 12 — Safe care and treatmentDriving Compliance
Where staff transport service users in their own vehicles, are specific risk assessments in place covering passenger safety, mobility aids, and vehicle suitability?
What we look for: If the service provides transport/escort services, review the risk assessments. They must cover how to assist the person in/out of the car and stow equipment safely. A fail is transporting individuals without assessing the vehicle's suitability or passenger risk.
Evidence: Service user risk assessments, Transport risk assessments, Care plans, Wheelchair tie-down training records
Learning culture
Safe — 1 check- Regulation 17 — Good governanceDriving Compliance
Are driving-related incidents, accidents, or near-misses during work hours accurately reported, investigated, and used to drive learning?
What we look for: Review the incident log for any road traffic accidents or near misses involving staff on duty. Ensure they are fully investigated to identify root causes (e.g., tight rotas causing rushing) and that learning is shared with the team. A fail is lack of reporting or zero follow-up.
Evidence: Accident/incident logs, Investigation reports, Team meeting minutes, Updates to driving risk assessments
Safe and effective staffing
Safe — 2 checks- Regulation 19 — Fit and proper persons employedDriving Compliance
Are staff driving licenses systematically checked directly with the DVLA to ensure validity and monitor for endorsements/penalty points?
What we look for: Sample 5-10 staff files of those who drive for work. Check that a DVLA check was completed at recruitment and is repeated annually. Relying solely on a physical photocopy of the license is a fail, as it does not show current points or bans.
Evidence: DVLA check printouts/digital codes, Staff personnel files, Driving license matrix/tracker
- Regulation 18 — StaffingDriving Compliance
Are travel times between visits calculated realistically in rostering systems to prevent staff from rushing, speeding, or driving while fatigued?
What we look for: Review rotas for a sample week. Calculate the actual travel time allowed between calls against realistic map estimates and traffic conditions. A fail is zero travel time scheduled, forcing staff to speed or cut calls short to catch up.
Evidence: Staff rotas, Call logging/monitoring data (ECM), Travel time calculations, Staff feedback/supervision notes
Safe systems, pathways and transitions
Safe — 1 check- Regulation 19 — Fit and proper persons employedDriving Compliance
Does the provider maintain a robust system to track and verify the ongoing roadworthiness (MOT) and road tax status of all staff vehicles used for work?
What we look for: Check the provider's tracking matrix for MOT and Tax expiry dates. Good practice includes using the government website to verify status rather than relying on staff word. A fail is expired MOTs or unmonitored vehicle compliance.
Evidence: Gov.uk MOT/Tax check printouts, Vehicle compliance tracker, Reminder system/alerts
Assessing needs
Effective — 1 check- Regulation 12 — Safe care and treatmentDriving Compliance
Are staff health conditions that could impair their ability to drive safely (e.g., eyesight, epilepsy, sleep apnea) assessed during recruitment and monitored?
What we look for: Look at staff health declarations. Check if staff are asked to declare conditions that the DVLA must be notified about, and if eyesight checks are promoted. A fail is ignoring a disclosed health condition that directly impacts driving safety.
Evidence: Health questionnaires, Occupational health reports, Return to work interviews, Sickness absence records
Governance, management and sustainability
Well-led — 2 checks- Regulation 17 — Good governanceDriving Compliance
Is there a comprehensive and up-to-date 'Driving at Work' policy that clearly outlines staff responsibilities regarding vehicle maintenance, insurance, and legal compliance?
What we look for: Review the service's driving policy to ensure it covers business insurance, MOT, road tax, and DVLA license checks. Good practice includes staff signing to confirm their understanding. A fail would be an absent, generic, or outdated policy.
Evidence: Driving at work policy, Employee handbook, Staff induction records, Signed policy declarations
- Regulation 17 — Good governanceDriving Compliance
Is there verified evidence on file that all staff using their own vehicles for work hold valid 'Business Use' motor insurance?
What we look for: Sample insurance certificates for staff who drive between calls. Ensure the certificate explicitly states cover for 'business use' (Class 1 minimum), not just social, domestic and pleasure. A fail is missing proof or standard commute-only coverage.
Evidence: Insurance certificates, Annual declaration forms, Compliance tracking matrix, Copies of policy schedules
See it running for your service
Book a free demonstration and we will run the Driving Compliance against scenarios from a service like yours, or start your 7-day trial and try it yourself.
See it with your own service
Book a free demonstration and we will walk through the platform using scenarios from a service like yours.