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28. October 2025

Driver’s license check for employers: sample & digital solution

Regular driving license checks are one of the central obligations of an employer who provides vehicles to employees. It not only serves to protect against legal consequences, but also strengthens compliance and increases safety throughout the entire fleet. In this article, you will find out which legal principles apply, how checks are carried out in practice and what you should bear in mind. We also provide you with a sample employer driving license check and show you digital solutions to make driving license checks easier and safer.

Why is a driver's license check important for employers?

For companies that make vehicles available to employees, driving license checks are one of the central obligations in the context of owner liability. Carried out regularly, it ensures that only persons in possession of a valid driving license drive a vehicle. This is a decisive factor for legal certainty, compliance and the protection of the company.

A carefully conducted driver’s license check by the employer prevents liability risks and possible insurance losses and at the same time signals professional fleet management. Especially in organizations with several drivers, a structured, documented process is essential to ensure transparency and traceability. A reliable driver’s license check is an essential part of responsible corporate practice.

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Legal basis: Employer obligation to check driving licenses

Even if there is no explicit legal regulation on the frequency of checks, the obligation arises directly from the owner’s responsibility and from Section 21 of the Road Traffic Act (StVG):

“Anyone who […]
as the owner of a motor vehicle orders or allows someone who does not have the required driving license to drive the vehicle shall be punished with imprisonment of up to one year or a fine”

§ Section 21 of the Road Traffic Act (StVG)

This means that companies that provide vehicles are automatically responsible for ensuring that drivers have a valid driving license and the appropriate driving license category.

In practice, this means

The employer must regularly check the validity of driving licenses.
Die Kontrolle sollte nachvollziehbar dokumentiert werden (Name, Datum, Prüfer, Ergebnis).
Failure to comply with this obligation can result in fines, recourse claims or even criminal prosecution, for example in the event of an accident involving a driver without a valid driving license.

In addition to the legal requirements, insurance cover also plays a key role. Insurers require that all due diligence obligations of the vehicle owner are complied with. If the employer fails to carry out a proper driving license check, insurance cover may be invalidated in the event of a claim. claim or the insurance company may demand recourse.

Planned amendment to the law: easing the duty to inspect

An amendment to Section 21 (2) StVG is currently in the legislative process. The aim is to simplify the obligations of employers and fleet managers. The draft bill stipulates that the obligation to keep a vehicle is already fulfilled if the driver’s license has been checked once and there is no specific reason for a new check.

The term “specific reason” remains undefined, meaning that it is unclear when a new check is actually required – for example, in the event of driver changes, administrative offenses or after longer absences. In addition, insurance conditions or requirements of the employers’ liability insurance associations may continue to require regular inspections, regardless of the new legal regulation.

Even if the planned amendment to the law may lead to a formal reduction in the burden,driving license checks for employers remainan essential part of the owner’s obligation. Companies that regularly check and document not only act in a legally compliant manner, but also minimize their liability risk.

Driving license check in practice: this is how it works

In daily fleet practice, there are two different methods of checking driving licenses. On the one hand, driving licenses can be checked manually using a form or sample, and on the other hand, employers can check driving licenses easily and digitally using an app.

Manual driver's license check

In the classic, manual check, the original driver’s license is presented and checked by a fleet manager. The name, date and inspector are documented so that proof can be provided in the event of an emergency.

This method is simple, but prone to error: with large fleets, changing drivers or remote employees, the effort involved can increase considerably. There is also a risk that checks are forgotten or incompletely documented.

Digital driver's license check

Modern fleets are increasingly relying on digital solutions that automate the process. Verification is carried out using secure procedures such as the liva mobile app for digital driver’s license checks from Fleethouse. Drivers digitally confirm that they are in possession of a valid driver’s license, while the system automatically manages reminders and proof.

The advantage: the driver’s license check is legally compliant, auditable and location-independent. Data protection requirements in accordance with the GDPR can also be reliably fulfilled thanks to clearly defined access rights and encrypted data processing. A digital solution such as liva from Fleethouse ensures that all inspection deadlines are automatically met and legal requirements are reliably fulfilled. This saves time, minimizes risks and creates transparency in vehicle management.

Flexible, secure, digital

With liva, you can check your drivers’ licenses quickly, securely and flexibly via app. Automatic reminders help you to never miss a test. And all for just €0.99 per driver per month.

Sample driver's license check: template & checklist

A clearly defined procedure is the basis for a legally compliant driver’s license check. To ensure that the process remains uniform and comprehensible, it is advisable to use a standardized template or form if you decide to carry out a manual driver’s license check.

What should be included in a sample form for the employer's driver's license check?

A professional sample driver’s license check should contain all relevant information to serve as legally valid proof in the event of a test or claim. These include:

Name and personnel number of the driver
Date of inspection and signature of the person carrying out the inspection
Type and number of driving license
Result of the check (valid / invalid / further check required)
Notes or comments in the event of anomalies

Download sample driver's license check

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Digital instead of paper: automated driver's license checks with liva from Fleethouse

Manual driver’s license checks using a form may seem like the simplest solution at first glance, but it costs time, ties up resources and carries a risk of oversights that should not be underestimated. For fleet managers, it can quickly become confusing as to when which driver’s license was last checked. A digital solution provides a remedy here in order to act efficiently, legally compliant and transparently.

The liva digital driving license check reminds drivers of upcoming tests in good time: a notification is automatically sent 90 days before the driving license expires. This makes it easy to meet deadlines. In addition, the digital solution enables simple, location-independent checks via app and documents all processes in an audit-proof manner.

This is how fleet managers ensure that

all tests are carried out on time,
no evidence is lost,
and legal requirements are met in the long term.

All data is processed in compliance with the GDPR and only made accessible to authorized persons. This enables fleet managers to comply with the applicable data protection regulations.

Advantages of the digital driver's license check compared to a form at a glance

Legal certainty: automatic, audit-proof documentation of all checks
Time saving: no more manual appointment monitoring or paper forms
Automatic reminders: Drivers are automatically reminded of outstanding checks
Zentrale Übersicht: Alle Führerscheindaten und Kontrollstände auf einen Blick im Dashboard
GDPR-compliant: data protection-compliant storage and access restriction
High transparency: traceable audit history for internal audits or external audits
Scalable: Ideal for companies with many vehicles or decentralized locations
Seamless integration: Easy to combine with other Fleethouse functions in corporate car sharing
Minimized liability risk: Employers reliably fulfil their duty to maintain the vehicle
Professional impression: Structured, modern process management for employees and authorities

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Anne Fuchs

Ciara Lazeta

The most important facts about driving license check employer samples

Driving licenses should be checked regularly by the employer for the safety of everyone involved in the fleet.

Many companies rely on a template for driving license checks by the employer and carry them out manually. Unfortunately, this procedure is prone to errors.

To ensure safety in the fleet, employers should use Fleethouse's liva digital driver's license check instead of a sample.

FAQ - Frequently asked questions about driving license check employer samples

How often does the employer have to check the driver's license?

There is no statutory deadline. In practice, employers should check their drivers‘ licenses at least twice a year. In this way, they fulfill their obligation to keep a license and act in a legally compliant manner. With a driving license check employer template or a digital solution such as Fleethouse, this can be done automatically and audit-proof.

Is there an official driver's license check employer sample or template?

There is no official template for driving license checks by the employer, but a template can make the checking process uniform and legally compliant. It should contain details such as name, date, inspector and result. We provide you with a sample template, but the digital driving license check offers you many advantages.

Does the employer driving license check template also apply to company cars and pool vehicles?

Yes, because the obligation applies to all vehicles provided by a company – regardless of whether they are company cars, pool vehicles or leased vehicles. In these cases, employers are considered vehicle owners and must therefore carry out and document regular driving license checks.

What happens if an invalid driver's license is discovered during a driver's license check?

In this case, the person concerned may no longer drive a company vehicle . The employer must document the process and ensure that no further journeys are made until a valid driving license is available. In this way, the obligation to keep the vehicle is properly fulfilled.

How can the employer driving license check template be implemented in compliance with the GDPR?

Driver’s license checks are required by law, but if carried out manually, they pose data protection risks. Digital systems such as Liva from Fleethouse, on the other hand, process all data in compliance with the GDPR, encrypted and with clearly regulated access rights, including audit-proof evidence.