Five key areas to cover in your fleet policy

If you’ve recognised the need for a driving-at-work policy in your business (click here if you’re unsure of the benefits) you might be wondering what’s best to include when writing one. Here are our top five areas that you should cover when creating your fleet policy:

  • Company commitments

    This will detail your commitment to staff, the general public, company property and the environment. It’s also useful to detail how these commitments will be met so that all stakeholders are clear on what is expected.

    Example: “We are committed to the safeguarding of all staff through continuous training of all our employees to follow safe work practices while driving”

  • Driver commitments

    Here you should state the basic requirements you expect from each of your at-work drivers and their legal responsibilities.

    Example: “Drivers should notify the Company of any change, suspension or cancellation to any licence immediately, or of any impending court action that may affect their licence.”

  • Routine vehicle checks

    A robust fleet policy should detail the driver’s responsibility when it comes to daily vehicle checks, reporting damage, vehicle cleanliness, and vehicle license and insurance requirements. This will help to spot issues before they turn into expensive-to-fix problems.

    Example: “Check tyres for wear or damage. The Company requires that when tyre tread depth goes below 3mm, the tyres should pro-actively be changed.”

  • Incident procedures

    Outlining a desired course of action drivers should take after an incident will ensure consistency and safety in difficult situations.

    Example: “Record all information, on the company incident report form including details of any damage or injuries. Where possible draw a sketch and take photographs, noting vehicle positions and other details.”

  • Grey fleet

    Ensuring your grey fleet is safe and fully compliant can also be managed with a fleet policy. Detailing the expectations around grey fleet mileage and preferred alternative transport can help to reduce grey fleet mileage which can be expensive and environmentally un-friendly.

    Example: “Only standard grade fuel should be used unless there is a specific requirement from the manufacturer for premium grade fuel.”

This outline is a good start, but for a complete and robust policy contact us and we can help you to apply our standard Driving at Work Policy, that covers all the key areas of responsibility for UK-based fleets. After a consultation with an account manager the Policy can be tailored specifically to your fleet and business needs.

Peter Williams

Author Peter Williams

Marketing Executive at IAM RoadSmart

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