Product Overview

Summary: This Safe Driving and Vehicle Management SOP sets out a clear, practical framework for managing work-related driving and company vehicles across Australian workplaces. It helps organisations control road-related WHS risks, standardise vehicle use, and demonstrate due diligence under national and state-based safety laws.

Driving for work is one of the highest-risk activities many Australian workers undertake, yet it is often overlooked in WHS systems. This Safe Driving and Vehicle Management Safe Operating Procedure provides a structured, defensible approach to managing every aspect of work-related driving, from licence checks and trip planning through to vehicle selection, inspection, maintenance and incident response. It recognises that staff may be driving heavy vehicles, utes, pool cars or their own private vehicles (grey fleet) and sets out clear expectations and controls for each scenario.

The SOP helps businesses translate legislative duties into day-to-day practice, reducing the likelihood of motor vehicle incidents, fatigue-related events, and costly downtime. It supports organisations to manage distracted driving, speeding, mobile phone use, load restraint and environmental conditions, while also addressing record-keeping, contractor management and training requirements. By implementing this procedure, you create consistent rules across your workforce, improve safety culture on the road, and provide clear evidence that your business has taken reasonably practicable steps to protect workers and other road users.

Key Benefits

• Reduce the risk of work-related vehicle crashes, injuries and fatalities through structured controls and clear driver expectations.
• Ensure compliance with WHS legislation and road rules by documenting due diligence in safe driving and vehicle management.
• Standardise vehicle pre-start checks, maintenance and defect reporting to minimise breakdowns and unplanned downtime.
• Improve control over grey fleet and personal vehicle use for work, including licence, registration and insurance verification.
• Support consistent induction, training and disciplinary processes related to driving behaviour, fatigue and mobile phone use.

Who is this for?

• Fleet Managers
• Operations Managers
• WHS Managers
• Health and Safety Representatives (HSRs)
• Site Supervisors
• Logistics and Transport Coordinators
• Community and Support Workers who drive for work
• Sales Representatives using company vehicles
• Human Resources Managers
• Small Business Owners with mobile or field staff

Hazards Addressed

• Vehicle collisions with other vehicles, pedestrians, plant or property
• Driver fatigue and reduced alertness on long or irregular shifts
• Distracted driving, including mobile phone use and in-vehicle technology
• Speeding and inappropriate speed for road, traffic or weather conditions
• Poorly restrained loads and objects becoming projectiles in a crash
• Mechanical failure due to inadequate inspection or maintenance
• Driving under the influence of alcohol, drugs or certain medications
• Driving in adverse weather, low visibility or on unsealed/remote roads
• Reversing and low-speed manoeuvring incidents in depots and worksites
• Psychosocial stress linked to unrealistic schedules and time pressure

Included Sections

• 1.0 Purpose and Scope
• 2.0 Definitions and Applicable Vehicles (including grey fleet)
• 3.0 Roles and Responsibilities (PCBU, managers, drivers, contractors)
• 4.0 Legal and WHS Obligations for Work-Related Driving
• 5.0 Driver Competency, Licensing and Authorisation to Drive
• 6.0 Vehicle Selection, Procurement and Fit-for-Purpose Requirements
• 7.0 Vehicle Pre-Start Inspections and Defect Reporting
• 8.0 Vehicle Maintenance, Servicing and Record-Keeping
• 9.0 Safe Driving Rules (speed, seatbelts, mobile phones, impairment)
• 10.0 Fatigue Management, Journey Planning and Scheduling
• 11.0 Load Restraint, Vehicle Loading and Use of Trailers
• 12.0 Use of Personal Vehicles (Grey Fleet) for Work Purposes
• 13.0 Driving in High-Risk Conditions (remote areas, night, weather)
• 14.0 Parking, Reversing and On-Site Traffic Management Interface
• 15.0 Incident, Near Miss and Breakdown Response Procedures
• 16.0 Training, Induction and Competency Requirements
• 17.0 Monitoring, Telematics and Behavioural Expectations
• 18.0 Audit, Review and Continuous Improvement
• 19.0 Document Control and Record Management

Legislation & References

• Work Health and Safety Act 2011 (Cth) and equivalent state and territory WHS Acts
• Work Health and Safety Regulations 2011 and equivalent state and territory WHS Regulations
• Safe Work Australia – Work-related Driving Fact Sheets and Guidance Material
• AS/NZS 4801:2001 Occupational health and safety management systems (superseded but still commonly referenced)
• ISO 45001:2018 Occupational health and safety management systems – Requirements with guidance for use
• Heavy Vehicle National Law (HVNL) and Chain of Responsibility provisions (where applicable)
• Road Rules and Road Safety Acts applicable in the relevant state or territory
• NHVR – Heavy Vehicle Driver Fatigue and Chain of Responsibility Guidance (for heavy vehicle operations)