Vehicles as Workplaces in Australia: A Guide for Businesses
Did you know that between 2009 and 2018, 54% of work-related deaths in Tasmania involved a vehicle, with 64% occurring on public roads? This highlights the critical need for Australian businesses to recognise vehicles as workplaces and implement robust safety measures.
Under Australian Work Health and Safety (WHS) laws, any vehicle used for work—whether owned by a business or an employee’s private vehicle (grey fleet)—is legally considered a workplace. This means employers have a duty of care to ensure the safety of workers who drive for work purposes.
This guide outlines the legal framework, employer obligations, and key risk management strategies to help businesses ensure compliance and protect workers on the road.
What is a Vehicle Workplace?
A vehicle is considered a workplace if used for work-related purposes, including:
✅ Company-owned, leased, or hired vehicles
✅ Employee-owned vehicles used for work (grey fleet)
✅ Vehicles shared across organisations for work purposes
Legal Responsibilities for Businesses & Workers
Work Health and Safety (WHS) Laws in Australia
WHS laws apply to work-related vehicle use across most Australian states and territories. Businesses must ensure compliance with Safe Work Australia’s guidelines and specific state regulations.
Employer Responsibilities (PCBU Obligations)
Under WHS laws, a Person Conducting a Business or Undertaking (PCBU) must:
🔹 Ensure worker safety while operating vehicles for work
🔹 Develop and enforce safe driving policies
🔹 Ensure vehicles are roadworthy and fit-for-purpose
🔹 Implement journey planning and risk management measures
Worker Responsibilities
Workers must:
✔ Follow workplace policies and procedures for vehicle use
✔ Take reasonable care of their safety and others’ safety
✔ Report hazards and incidents related to work-related driving
Managing Vehicle Workplace Risks
1. Identify Hazards
Common risks include:
🚗 Long driving hours & fatigue
🌙 Night driving & poor visibility
📍 Unfamiliar or dangerous routes
⚠ Poor vehicle maintenance
2. Assess Risks
Evaluate:
🔍 Driving frequency and road types used
🔍 Driver competence and experience
🔍 Vehicle safety features
3. Implement Risk Controls
🔹 Elimination – Reduce unnecessary travel by using virtual meetings
🔹 Substitution – Use safer transport modes (e.g., company fleet instead of grey fleet)
🔹 Engineering Controls – Ensure vehicles have ABS, stability control, and airbags
🔹 Administrative Controls – Implement journey planning, fatigue management, and driver training
🔹 PPE – Provide high-visibility clothing and safety gear
Best Practices for Work-Related Vehicle Safety
✅ Develop Clear Safety Policies – Outline expectations for safe vehicle use.
✅ Select Safe Vehicles – Choose vehicles with 5-star ANCAP safety ratings.
✅ Train Employees – Conduct driver safety and fatigue management training.
✅ Incident Reporting – Implement procedures for reporting accidents.
✅ Regular Maintenance – Ensure vehicles meet safety standards.
Conclusion
Recognising vehicles as workplaces is essential for Australian businesses to comply with Work Health and Safety (WHS) laws and ensure employee safety. Work-related driving poses significant risks, making proactive risk management and compliance critical.
By implementing comprehensive safety measures, such as driver training, vehicle maintenance, risk assessments, and clear safety policies, businesses can reduce legal liability, enhance worker protection, and prevent serious accidents.
⚡ Take action today: Review your work-related vehicle policies, implement risk management strategies, and ensure compliance with WHS laws.
For more details, consult your state’s workplace safety authority or download the “Vehicles as a Workplace – WHS Guide” from Safe Work Australia.
How DIGI CLIP Helps Businesses Improve Vehicle Workplace Safety
Ensuring compliance with Work Health and Safety (WHS) laws requires businesses to have robust safety processes, record-keeping, and real-time reporting for work-related vehicle use. This is where DIGI CLIP mobile forms makes a difference.
🚛 DIGI CLIP simplifies vehicle workplace safety and compliance by digitising safety checklists, inspections, and incident reporting, ensuring businesses can track and manage vehicle-related risks efficiently.
Key Features of DIGI CLIP for Vehicle Workplace Safety
✔ Digital Pre-Start & Safety Checklists – Ensure vehicles are safe, roadworthy, and fit-for-purpose before each trip.
✔ Real-Time Risk Reporting – Instantly report and track hazards, defects, and vehicle maintenance issues.
✔ Automated Compliance Records – Maintain audit-ready logs of vehicle inspections, driver safety training, and incident reports.
✔ Customisable Forms for Work-Related Driving Policies – Easily digitise journey planning forms, fatigue management logs, and driver fitness declarations.
✔ Cloud-Based Storage & Accessibility – Access compliance records anytime, anywhere, from any device.
Why Businesses Choose DIGI CLIP for Fleet & Workplace Vehicle Safety
📌 Reduce paperwork & manual errors – Say goodbye to lost forms and incomplete records.
📌 Ensure WHS compliance – Meet regulatory requirements with structured digital checklists.
📌 Enhance workplace safety – Identify risks early and take preventive action.
📌 Improve operational efficiency – Streamline vehicle safety checks and incident reporting.
Enhance your knowledge and read our post on Why SMBs Should Switch to Cloud-Based Compliance.
🚀 Get started today! Ensure your business stays compliant and improves safety with DIGI CLIP mobile forms.
👉 ✅ No credit card required | ✅ Full feature access | ✅ Set up in minutes
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