How far back should HGV and van driver references go?
Drivers often have histories full of agency shifts, self-employed spells and firms that no longer trade. Here is how to check them properly.
How far back should driver employment history references go?
There is no single legal period for HGV or van driver employment history references in Great Britain, so it is set by your policy and your customers. Many operators and agencies check three to five years, and five years is common for airside or security screened roles. Cover every gap. RefAssure collects driver references with consent, automatic chasing and a signed PDF.
Setting your driver reference period
Start with the work the driver will do, then pick the period that fits.
General haulage and multi-drop
No law sets a reference period for drivers. Many operators and driving agencies ask for three years of history, with at least one reference from the most recent driving job. What matters most is that the period is written into your policy and applied to every driver.
Airside, security and high value loads
Some customers set the period for you. Airside roles need a background check that covers five years, and security screening to BS 7858 also looks back five years. If you supply drivers into these contracts, check the customer's requirement before you start. See BS 7858 security screening.
Agencies supplying drivers
Employment agencies and businesses must take steps to confirm a worker has the experience, training, qualifications and any authorisation required by law for the role. For drivers, that means licence entitlement and Driver CPC as well as work history. See the Conduct Regulations.
Work for other employers
Time a driver spends working for another employer can count towards their drivers' hours and working time, so ask new drivers about any other work, including agency shifts, before their first duty with you.
Messy driver histories, handled.
These are the situations that stall driver references. Decide how you will handle each one before you need to.
Lots of agency shifts
The agency that employed or supplied them is usually the referee. Ask the driver which agency, and which period.
Self-employed or owner-driver
Ask for references from regular customers or the operators they subcontracted to, plus their own business details.
Firm no longer trading
Record the attempt, then look for a former manager or a customer from that time who can confirm the work.
Gaps between jobs
Ask the driver to explain each gap in writing. Unexplained gaps are worth a conversation before the first shift.
Driver references in four steps.
List the history
Ask for every job, agency and self-employed spell in your reference period, with dates and contacts.
Collect consent
The driver consents and signs online before any referee is contacted.
Send and chase
Each referee gets a secure link, chased with 5 emails and up to 2 texts over 12 days. After day 12 you are told.
Keep the record
Every reference, and every attempt, is kept with timestamps in a signed PDF report.
Transport offices are busy. We keep asking.
5 emails and up to 2 texts over 12 days, stopping the moment the referee replies.
Driver employment history questions
More in the full FAQs.
Is there a legal minimum reference period for HGV drivers?
Not in general haulage. The period comes from your own policy and your customers. Airside work and security screened roles commonly need five years.
Who should give an agency driver's reference?
Usually the agency that employed or supplied them for that period. If the driver worked regularly for one end client, a reference from that transport office can add useful detail.
What if a previous employer refuses to give a reference?
Record the attempt and the reply. Then ask the driver for another referee from the same period, such as a former transport manager or a regular customer.
What else should I check besides employment history?
Licence entitlement and penalty points, Driver CPC for vehicles that need it, and right to work. RefAssure handles the references. See Driver CPC checks and driving licence checks.
How quickly do driver references come back?
Across 229 completed references on RefAssure, the median was about 23 hours, and half came back within 24 hours. About 4 in 10 arrived after an automatic reminder had gone out.
What does it cost?
Your first reference is free. Then from 99p down to 80p per reference, with no monthly fee, no contract and no VAT added. See pricing.
Related guides
Driver histories, checked properly.
Your first reference is free. Then from 80p, no monthly fee.