Free driver handbook template

• A driver handbook is a standing reference setting out the rules, responsibilities and procedures for driving a company vehicle.
• A signed acknowledgement gives the handbook its value as duty of care and Chain of Responsibility evidence.
• Core sections cover licensing, vehicle care, fatigue, distraction, incidents, fuel cards and infringements.
• The handbook is the content; a driver induction checklist is the proof each driver was taken through it.
• Review at least annually and reissue with fresh acknowledgements whenever the law or policy changes.

Learn more about GPS and fleet tracking in MapTrack.

• One clear standard: a single written handbook replaces scattered verbal rules so every driver works to the same expectations from day one.
• Duty of care evidence: an acknowledged handbook shows the organisation informed drivers of the rules, supporting the WHS primary duty and Chain of Responsibility.
• Fewer incidents: clear rules on speed, fatigue, distraction and vehicle care reduce the behaviours behind most preventable fleet crashes.
• Faster onboarding: a new driver can read one document and understand licensing, fuel cards, incidents and care instead of learning by trial and error.
• Consistent enforcement: a written policy on infringements, demerit points and misuse means consequences are applied evenly rather than case by case.
• Lower running costs: rules on fuel card use, tyre care and reporting defects early protect the vehicles and contain avoidable fleet spend.

• Purpose and scope: who the handbook applies to and the driver acknowledgement to be signed
• Driver responsibilities and code of conduct, including speed, alcohol and drug rules
• Licensing and authorisation: licence class, currency, notifying changes and authorised use
• Vehicle care: pre-start checks, cleanliness, tyres, servicing and reporting defects
• Fatigue management: work and rest expectations, and heavy vehicle fatigue duties where relevant
• Mobile phone and distraction policy, including hands free and device mounting rules
• Incident, accident and breakdown procedure: what to do, who to call and what to record
• Fuel cards and expenses: authorised use, PIN security, receipts and prohibited purchases
• Infringements and demerit points: who pays, reporting obligations and the consequences policy
• Chain of Responsibility: the duties drivers share for roadworthiness, loading and speed

1. Set the scope and ground rules

   Define who the handbook covers, from full time drivers to anyone who occasionally drives a pool vehicle, and state the non negotiable rules up front such as licence currency, the alcohol and drug position and authorised use of vehicles.

2. Document the day to day expectations

   Write the practical sections a driver uses most: pre-start checks, vehicle care and cleanliness, fatigue and rest expectations, the distraction and mobile phone policy, and fuel card use. Keep the language plain so the rules are easy to follow on the road.

3. Define the incident and breakdown procedure

   Set out exactly what a driver does after a crash, near miss or breakdown: secure the scene, who to call, what details and photos to capture, and when to complete an incident or damage report. Clear steps under stress are what make the record usable later.

4. Cover infringements, demerits and Chain of Responsibility

   State who is responsible for fines and demerit points, the obligation to report them, and the consequences for serious or repeated breaches. Explain the Chain of Responsibility duties drivers share so heavy vehicle obligations are understood, not assumed.

5. Issue, acknowledge and keep current

   Give the handbook to every driver at induction, have them sign an acknowledgement, and file it. Review the handbook at least annually and whenever the law or fleet policy changes, then reissue and re-acknowledge so the signed version always matches current practice.

Practical answers about the form, record keeping and using MapTrack.

This form is a starting point. Check the current requirements that apply to your equipment, work and location. The form alone does not establish compliance.

• Work Health and Safety Act 2011, worker duties and the employer primary duty of care
• Heavy Vehicle National Law (HVNL) and the Chain of Responsibility
• National Heavy Vehicle Regulator (NHVR) fatigue management requirements
• Australian Road Rules and state and territory road transport legislation

• Model Work Health and Safety Act (Safe Work Australia)
• Heavy Vehicle National Law and Regulations (NHVR)

MapTrack publishes this template. The linked authorities publish their own guidance; they haven't endorsed this form.

• Driver induction checklist
• Journey management plan
• Driver daily log sheet
• Vehicle pre-start checklist
• Fleet policy template
• Fleet accident report
• Asset tracking
• Reporting and dashboards
• Pricing