Pre-engagement checks: identity, licence entitlement and restrictions, right-to-work process, Driver CPC and tachograph card where applicable.
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Set one written standard for every agency driver before they take the keys, with clear induction, checks, reporting and sign-off controls.
The most expensive sentence in road transport is: he was only an agency driver.
Clear, practical support written around the operation you run and the evidence an examiner expects to see.
Answer a few focused questions. A transport manager or compliance specialist will review your answers and recommend the right next step.
Get a quoteUsing an agency does not remove the operator's responsibility for the driver while they are working in its operation. The driver still needs the right entitlement, a suitable induction and clear instructions for the vehicle and task.
A short, role-specific handbook gives the operator, agency and driver one controlled reference. Signed issue and induction records then help show what was provided before the first shift.
Pre-engagement checks: identity, licence entitlement and restrictions, right-to-work process, Driver CPC and tachograph card where applicable.
Previous work and availability: information needed to plan drivers' hours and working time lawfully before the shift is accepted.
Site and vehicle induction: depot rules, keys, security, vehicle familiarisation, route or contract requirements and emergency contacts.
Checks and defects: walkaround standards, defect books or apps, safety-critical escalation and authority to refuse an unsafe vehicle.
Hours and records: the applicable hours rules, tachograph entries, manual records, other work and return of records after the shift.
Incident reporting: collisions, damage, penalties, load or passenger incidents and the operator-agency communication route.
Conduct and performance: phones, drugs and alcohol, customer standards, complaints, retraining and removal from assignment.
Handover and audit trail: who confirms induction, issues the handbook, closes defects and shares concerns with the agency.
When an agency driver is caught over hours, driving a defective vehicle or using a phone at the wheel of your truck, the infringement lands on your operator licence, not the agency's ledger. For agency drivers, operator licence holders carry the same responsibility as they do for their own employed drivers, because the work is being done under their authority and their discs. That does not remove the agency's own duties as an employer, but the licence risk stays with you.
Cases are regularly built on agency cover rather than on employed drivers: missed downloads, no inductions, no infringement debriefs. The question that follows is usually the same. What did you do to bring temporary drivers inside your systems? An agency driver handbook is the first exhibit in a good answer.
Traffic commissioners accept that operators use agency drivers. What they do not accept is a two-tier compliance system where employed drivers are trained, monitored and disciplined while temporary drivers drift through unchecked. The expectation is consistency: the same induction standard, the same monitoring and the same consequences, whether the driver is employed or supplied.
In practice the failures follow a familiar pattern: nobody downloaded the agency driver's card, nobody checked their licence directly, nobody briefed them on the defect system, and nobody followed up their infringements because they had already moved on. Each gap is small. Together they read as an operator who has outsourced part of the fleet's compliance to a supplier with no stake in the licence. The agency driver handbook exists to close every one of those gaps in writing.
The induction for an agency driver has to work in under an hour, because that is the time you realistically have before a 06:00 start. It should still cover the essentials without shortcuts:
An assessment drive matters for anything unusual: drawbars, moffetts, fridges, double-decks. Ten minutes in the yard tells you more than any agency CV.
Keep the induction checklist to a single page held in the traffic office. Inductions that depend on finding the right folder do not happen on a 05:30 start, and a checklist only becomes evidence once it is signed by both parties and filed the same day.
A full employee handbook is the wrong tool for someone who may drive for you three times. The agency driver handbook is a condensed working document, short enough to read at induction and specific enough to be enforced. Ours typically cover: drivers' hours and working time basics with your reporting rules, the walkaround check and written defect reporting, loading and load security expectations, phone and cab technology policy, accident and breakdown procedure, fuel and AdBlue rules, agency-specific points such as who supervises them on site, and the disciplinary route for infringements including your right to refuse a driver back.
Every item should answer a question the driver will actually face on shift. If a section only exists to look thorough, cut it: an agency driver handbook that gets read beats a longer one that gets signed unread.
The handbook works best inside a control pack: one folder, physical or digital, per agency driver. A complete pack holds the licence check result and DVLA check code record, Driver CPC and digicard details, the signed handbook acknowledgement, the induction checklist with the inductor's signature, the assessment drive record where one was done, card download records for every period worked, and any infringement letters with the driver's response.
When DVSA arrives unannounced, the difference between a clean visit and a follow-up investigation is often whether that pack exists. It also disciplines the agencies themselves: suppliers quickly learn which operators check, and they send their better drivers to the sites that do.
Keep the pack alive rather than archived. Card downloads should be added for every period worked, not just the first week, and infringement letters should show a response and a debrief, because a pack that stops updating after the induction reads as a system that was built for show. Digital packs work well provided each document carries a date and a name: when DVSA examines agency arrangements it tests whether the records were created at the time or assembled afterwards, and file dates and metadata can support or undermine your account.
The agencies you use should see your standards before they supply a single shift. Send them the agency driver handbook, your induction checklist and your infringement policy, and make compliance with all three a written term of the booking. Agree how card downloads will happen for drivers who work for several operators in the same week, and keep a simple record of drivers you will not accept back, with reasons.
Operators who do this find the relationship improves rather than sours. The agency knows exactly what gets a driver returned, the drivers know the rules before they arrive, and your transport manager stops discovering problems at the tribunal stage. Temporary labour does not have to mean temporary standards, and with agency drivers your operator licence risk is only as big as the gaps you leave in the system.
Every document is shaped by transport managers and compliance specialists with more than 20 years of experience, including DVSA investigations, Public Inquiries and Traffic Commissioner hearings.
Get a quoteYes. While an agency driver works under your operator licence you must monitor their hours, download their card and act on infringements exactly as you would for an employed driver. The agency's own checks do not discharge your duty.
Not on their own. As the licence holder you remain responsible, so verify licences, Driver CPC and tachograph cards yourself and keep your own record of every check, including the DVLA check code result and the date. Make the agency checks a written term of the booking as well.
A condensed agency driver handbook works better: hours, checks, defects, phones, accidents and site rules in a document that can be read and signed at induction. Give the full handbook to agency drivers who become long-term regulars.
Yes, for every period they drive in scope for you. Agree the download method at booking stage, because drivers who serve several operators in one week are the ones whose data most often goes missing.
Follow the same process as for employed drivers: record the infringement, debrief the driver, keep the paperwork and inform the agency in writing. If the conduct is serious, refuse the driver in future and note why. That paper trail is what protects the licence.
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