Owner-Driver Admin Pack
Twelve documents that keep a self-employed HGV driver paid, legal and audit-ready.
If you run your own unit, nobody hands you the forms. This is the set used day to day by a working Kent haulage operator, cleaned of any real business data and ready to put your own name on.
Running the job and getting paid
• Daily Walkaround Check & Defect Report — DVSA-aligned, 30 items on one page, with a full defect and rectification report
• Driver Day Sheet — hours, stops, PODs, fuel and expenses on one sheet
• Compliance Document Checklist — 40 documents across 7 groups, each with its reference and expiry date
• Fuel Log (Excel) — litres, cost, receipts sent, paid and outstanding, with monthly and per-driver summaries that fill themselves
• Invoice Template (Excel) — invoice with VAT, plus a rate card and an overdue tracker
• Day Rate Calculator (Excel) — works backwards from the money you want to keep and tells you what to charge
• Going Self-Employed: First 30 Days — 26 things to do, in the order they matter
Health and safety
• Health & Safety Policy — statement of intent, organisation and arrangements, in the shape the Health and Safety at Work etc. Act 1974 expects
• Driver Risk Assessment — 18 hazards already assessed, scored likelihood × severity, with controls and residual risk
• RAMS Template — risk assessment and method statement in the format principal contractors and RDCs ask for before they let you on site
• Safe Systems of Work — six SSOWs: coupling and uncoupling, load securing, working at height on the vehicle, reversing and manoeuvring, tipping, and delivery site access
• Accident and Incident Report — with investigation, root cause and corrective actions, and the RIDDOR reporting triggers on the form
PDF for printing and filling in the cab, Excel for anything with a total. Opens in Excel, Numbers, Google Sheets or LibreOffice.
Every template carries a [YOUR COMPANY NAME] placeholder, not ours.
Administrative templates, not legal, tax or compliance advice. The health and safety documents are templates for you to complete and adopt as your own — they do not replace an assessment of your own operation.