Driving for Work: Legal Duties, Accountability and Fuel-Related Risk

Managing work-related driving is not just good practice—it is a legal requirement under the Health and Safety at Work etc. Act 1974. This includes all aspects of driving for work, including vehicle use, driver behaviour and even factors such as fuel management and vehicle operation.

Legal Responsibilities for Employers

Employers must ensure, so far as is reasonably practicable, the health, safety and welfare of employees.

This duty extends beyond the workplace and includes:

• Driving company vehicles
• Employees using their own vehicles for work (grey fleet)
• All activities linked to work-related travel, including refuelling

In law, any vehicle used for work is considered an extension of the workplace.

Duty of Care to the Public

Employers also have a responsibility to protect:

• Other road users
• Pedestrians and cyclists
• Passengers

Work-related driving risks extend beyond employees and can impact the wider public.

Fuel-Related Risks in Driving for Work

Fuel management is often overlooked, but it introduces specific risks that must be controlled.

Common Fuel-Related Hazards

• Incorrect fuel use (misfuelling), which can damage vehicles and create breakdown risks
• Running low on fuel, increasing the risk of breakdown in unsafe locations
• Refuelling in unsafe conditions, such as busy roadsides or poorly lit areas
• Fuel spills, creating fire and environmental hazards

These risks can lead to incidents, delays and increased danger to drivers and others.

Managing Fuel Risks

Employers should implement clear controls, including:

• Policies requiring adequate fuel levels before journeys
• Guidance on safe refuelling practices
• Training on correct fuel types and vehicle checks
• Use of fuel cards or monitoring systems where appropriate

Good fuel management supports safer, more reliable journeys.

Management Accountability

Following a collision, investigations will examine not only the driver but also:

• Journey planning and scheduling
• Driver training and supervision
• Vehicle maintenance and fuel management
• Policy implementation and enforcement

Many risks are created or influenced by management decisions, not just driver behaviour.

Consequences of Non-Compliance

Failure to manage driving for work risks can result in:

• Corporate prosecution
• Significant financial penalties
• Enforcement notices
• Severe reputational damage

In serious cases, directors and senior managers may face personal liability.

Employee Responsibilities

Employees must also:

• Follow safe driving practices
• Comply with company policies
• Take reasonable care for their own safety and others

Failure to comply may lead to disciplinary action or prosecution.

Leadership and Compliance

Road risk management cannot be ignored or delegated entirely.

Accountability remains with the organisation and its leadership.

Effective organisations will have:

• Clear driving for work policies
• Ongoing training and supervision
• Robust monitoring systems
• Strong leadership commitment to safety

Key Takeaway

Driving for work—including fuel management—is a legal responsibility. By implementing clear policies and controls, organisations can reduce risk, ensure compliance and protect both people and business operations.