How and why to perform a Driver’s Licence Check on an employee

When hiring employees who will be driving as an aspect of their job role, knowing if you’re allowed to and how to perform a driver’s licence check is essential for safeguarding your business, and making informed recruiting decisions. Ensuring that employees hold valid, up-to-date licences helps employers avoid liability and reduce incidents on the road. Employers share a responsibility with their drivers to ensure all road users’ safety, including verifying that drivers are properly licensed and fit to operate a vehicle ⁽¹⁾. In this post, we’ll cover what a driver’s licence check contains, the procedure of how to obtain one, and what to do with it. 

Can I check an employee’s driving licence? 

Yes, you can run a check on an employee’s driving licence, with their consent. If that employee has a job requirement involving driving, it is essential to check that they have a current and valid licence. An employee might even go further and request a Driver’s Licence Check. 

What is a Driver’s Licence Check? 

 A Driver’s Licence Check provides a range of information about a person’s driving history. It typically shows not only the current licence status but also any history of accidents, suspended licences, and traffic violations. 

 Each state’s transport department performs its Driver’s Licence Check differently and may require multiple different checks to receive all the listed information above, but we will delve further into this below. 

Who needs a Driver’s Licence Check and when? 

 When employing someone who will be required to do any kind of driving for their job position, it is best practice to conduct a Driver’s Licence Check before employing them to make sure their licence is current and to check their driving history as well to make sure they are a good candidate. 

Do I need to get the driver’s permission to perform a Driver’s Licence Check? 

The process of performing a Driver’s Licence Check differs from state to state, but all of them require consent from the driver. The requirements for this consent are different in each state/territory, please see below for further information about how to apply for this check. 

 

How to perform a Driver’s Licence Check by state 

Employers can perform a Driver’s Licence Check through each state’s transport department or trusted third-party screening agencies. Candidates can also apply for these checks themselves, and present the results to potential employees. 

New South Wales 

NSW has the NSW Driver’s Licence Check and a driving record check.  The Driver Licence Check service covers licence and selective demerit point validation and can be accessed online ⁽²⁾. 

The driving record check is a history of offences recorded against your licence. It can be accessed:  

-Online ⁽³⁾

•  MyServiceNSW account,  
•  your NSW driver’s licence details,  
•  or the plate number of a vehicle registered in your name. 

-In-person 

• Provide proof of identity 
• Visit a service centre 

An organisation can apply for the Driver’s Licence Check on behalf of an employee with the consent of the driver. The information required for the check is; the organisation’s details, and the contact and employment details for the driver. A driver can consent for an organisation to be sent the results of their driving record check. 

Western Australia 

The Western Australia Licence check has three different forms. 

To check for licence/permit status, it is done online ⁽⁴⁾, and to check demerit points, is also done online ⁽⁵⁾. Both applications require the driver’s licence/permit number, date of birth and licence/permit expiry date. 

A detailed infringement check is applied via the WA Police, which can be completed: 

• online ⁽⁶⁾
• in person by visiting a WA Police Station or the Office of Information Management, with this form ⁽⁷⁾
•  via post with this form ⁽⁸⁾

WA Police Force Public Access
Locked Bag 20
Perth Business Centre
WA 6849

Posted applications must include;  

•  Completed application form.  
•  A copy of photo identification (driver’s licence, passport, photo card etc.).  
•  Payment (cheque or money order) made payable to ‘The Commissioner of Police’. 
•  Letter of consent from driver, if an organisation is making the request. 

An organisation can apply for these checks on behalf of an employee with a letter of consent from the driver. Applications made by representatives must be mailed to or lodged in person at the Office of Information Management or applied online. They will not be accepted at a Police Station. 

South Australia 

In South Australia, the application for the Drivers Check can be done online via a mySAGOV account ⁽⁹⁾. 

If the employer also has a mySAGOV account, then the driver can share their licence details, they will need the mySAGOV account email address and the name of the person or organisation, and they will need to choose the period of time they wish to share these details for. 

Queensland 

Queensland has two separate checks, licence history and traffic history.  A licence history will only contain licence type and class, as well as the date that the licence was received and its expiry date. The application for licence history can be accessed; 

-in person at a service centre 

• With this form ⁽¹⁰⁾

• Proof of identity

-via email/mail only if the driver lives interstate. 

• Form ⁽¹¹⁾

• Certified copies of identification 

• Email to [email protected] 

• If the application is approved, the driver will be sent an invoice and reference number to pay online 

• Or mail to  

Department of Transport and Main Roads
Customer Service Support
GPO Box 5232
BRISBANE  QLD  4001 

• With proof of payment; a money order or cheque in Australian dollars payable to the ‘Department of Transport and Main Roads’, or have a friend or family member pay the fee for you at a service centre. 

The application for traffic history is done online. This report will contain any offence details, information about licence sanction notices and periods of licence suspension, cancellation and/or disqualification. You can also apply in person or via email/mail, by completing the same process as listed above. 

An employer may ask for these checks, either in person or via mail. They must provide certified copies of their own evidence of identity documents, as well as confirmation on the organisation’s letterhead that they are authorised to act on its behalf. They must also complete the release of information form ⁽¹²⁾ and pay the required fee.  

Victoria 

A Victorian Driver’s Licence Check can be downloaded from a myVicRoads ⁽¹³⁾ account, in the “Licences & Learner Permits” section, by completing the driver history order form online. This can also be ordered in person at any VicRoads Service Centre, as long as you have proof of identity. 

Employers can request that VicRoads release a candidate’s driver history report provided they have written consent.

Tasmania 

In Tasmania, you can apply for a driving licence history online via a myServiceTas account ⁽¹⁴⁾, or in person at a service centre with this form ⁽¹⁵⁾ and proof of identity. 

An employer may request this information in person at a service centre if they have an authority letter and proof of identity documents of the record holder. 

Northern Territory 

In the Northern Territory to apply for a driver’s history, you need to fill out the application form ⁽¹⁶⁾, and then submit it with the required supporting documents, this can be done via ; 

-Email 

• [email protected] 

• Search fee payable via Visa/Mastercard or by calling 1300 654 628. 

-Mail  

Motor Vehicle Registry
GPO Box 530
Darwin NT 0801 

• Search fee payable via money order 

-In person at an MRV office. 

An employer can request this history as long as they have written consent and a certified copy of the driver’s proof of identity. 

 

How long does it take to get the results from a Driver’s Licence Check? 

The time to get results from a Driver’s Licence Check will differ from state to state and can range from 1 to 20 days. It typically takes longer if results are requested to be physically mailed out rather than sent digitally. It might take an employer longer to receive results as some states will double-check with the driver if they have permission to complete the check before releasing results, even if written consent has already been given. 

What should an employer do with these results? 

‍An employer should use these checks to look out for any red flags that may pose a risk to their business. If a check comes back showing an unsafe driving history, then it is up to the employer to decide if they wish to move forward with that candidate, or instead go with someone who shows a safer driving record. 

Support safe driving with our Drive It Home program 

In summary, conducting a Driver’s Licence Check is essential for any business with employees who drive on the job. Ensuring that drivers are properly licensed and fit to operate a vehicle helps protect both your company and everyone on the road. At Road Sense Australia, we’re committed to promoting safe driving practices through initiatives like our Drive It Home program, which is designed to reinforce safe driving habits among employees. By taking these proactive steps, you are ensuring safety for your business as well as supporting a safer road environment for all. 

 

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