Driver's License Check Template

The driver's license check – German: Führerscheinkontrolle – is a duty of every company that lets employees drive company vehicles: a registered keeper who allows someone to drive without a valid license commits a criminal offense under § 21 (1) no. 2 of the German Road Traffic Act (StVG) – punishable by up to one year of imprisonment or a fine. With this free template you document every check as proof.

Why must employers check drivers' licenses?

The keeper may only hand a vehicle to people who hold a valid driving license. Relying solely on the license shown at the job interview carries a real risk: a license can be revoked in the meantime without the employer ever hearing about it. Regular, documented checks are therefore the recognized way to fulfill the keeper's duty – and, if it comes to it, to prove that you fulfilled it.

How does a proper license check work?

• Before a vehicle is first assigned – ideally together with the handover protocol – and at least twice a year thereafter
• Always have the original presented – copies and phone photos are not sufficient
• Check the validity date and license classes: do they match the vehicle in use?
• Note restrictions (e.g. code 01 – driving only with corrective lenses)
• Record the license number, date, and inspector, and sign off the check

The template comes as an individual record per driver and as an Excel log for the whole fleet.

Paper or digital?

For a handful of drivers, the Excel log is enough. As the fleet grows, the real work becomes keeping track: who is overdue, who was checked before their first trip, where is the record? Reminders and digital records belong in the system that already manages drivers and vehicles – in Maxmove TMS, the paper filing for this disappears.

Frequently asked questions

How often must checks be carried out? There is no statutory interval. Recognized practice is a check before the first assignment and at least twice a year thereafter, at irregular intervals – that way the keeper's duty can be evidenced if in doubt.

Is a copy or photo of the license sufficient? No. The original is what gets checked – or a certified electronic procedure is used, in which the driver verifies the physical license, for example via a seal and an app.

What about foreign driving licenses? EU and EEA licenses are generally recognized in Germany. For licenses from third countries, time limits and conversion obligations apply – as a rule six months after taking up residence. Also verify that the classes match the vehicle.

What if a license is lost or revoked? Agree on a duty to report: the driver commits – for example in the vehicle use agreement – to reporting loss, revocation, or a driving ban without delay. Otherwise you will not hear about it between two check dates.