Uploading your Insurance
What is needed
Always:
Insurance Certificate — your Certificate of Motor Insurance
Sometimes, depending on your policy:
Policy Schedule — if your vehicle’s registration number is not printed on the certificate
Policyholder Permission Letter — if your name is not on the policy
You’ll find out which ones apply to you by answering two simple questions on the upload screen. More on that below.
Where to go
Chauffeur Dashboard → Vehicles → your vehicle → Insurance.
You can also do it in the Wheely Chauffeur App: Settings → Documents.
Your Insurance Certificate
What to upload: a photo or scan of the full certificate — all four corners visible, nothing cut off, text easy to read. A clean PDF from your insurer is perfect.
What it must say: the certificate has to allow “use for Private Hire and/or for carriage of passengers and goods for hire or reward”. Look for this wording in the “Limitations as to use” section. Social, domestic and pleasure cover only is not enough — we can’t accept it.
Expiry date: type in the date your policy ends, exactly as it appears on the certificate. This is the single most common reason uploads get rejected, so check it twice.
The two questions
After you attach the certificate, we’ll ask you two things about your policy.
1. Is your vehicle’s registration number listed on the insurance certificate?
Look at the certificate itself. Somewhere it will describe which vehicle is covered. You’ll see one of two things:
Your actual registration number, e.g.
LX21 ABC→ answer Yes, it is listedA general description instead of a plate — something like “any vehicle owned by the policyholder” or “vehicles as per schedule” → answer No, it isn’t
If you answer No, we’ll ask you to upload a Policy Schedule.
What is a Policy Schedule?
It’s the document from your insurer that lists every vehicle covered by the policy.
Upload the page that shows your registration number together with the policy or certificate number. Make sure both are visible in the photo. Enter the expiry date shown on it.
2. Is your name on the insurance policy?
Your name counts if it appears either as the policyholder or in the list of persons entitled to drive. Either one is fine.
Your name is there → Yes, my name is on it
The policy is in someone else’s name — your partner company, a fleet owner, the person you rent the car from — and you’re not listed as a driver → No, it isn’t
If you answer No, we’ll ask you to upload a Policyholder Permission Letter.
What is a Policyholder Permission Letter?
A letter from whoever holds the policy confirming that you’re allowed to drive the vehicle. It needs to show:
Your full name — exactly as it appears in your Wheely profile
The vehicle’s registration number
The policy or certificate number
The date the permission runs until
Ask the policyholder (usually your partner company or the vehicle owner) for it — they’ll know what it is.
After you upload
Your documents will show one of three statuses:
Status | What it means |
🟡 Pending approval | We’re checking. Nothing needed from you. |
🟢 Approved | All done. |
🔴 Rejected | Something’s wrong — the reason is shown in red on the document. Fix it and tap Upload again. |
If we’re waiting on a Policy Schedule or a Permission Letter, your insurance sits On Hold and we’ll tell you exactly which document is missing. Your certificate can’t be approved until it arrives.
Why uploads usually get rejected
The expiry date doesn’t match the document. Re-read the date on the certificate and correct the field.
The photo is cut off or blurry. Lay the document flat, get all four corners in frame, avoid glare.
It’s a screenshot or a photo of a screen. We need a photo or scan of the original, or the PDF your insurer sent you.
The cover type is wrong. No private hire / hire and reward wording means we can’t accept it.
Still stuck?
Contact us at londonpartners@wheely.com and tell us which document you’re having trouble with.