Company Vehicle Policy

Of all the elements that makeup fleet management at your business, which is the most crucial? Arguably, it’s your company vehicle policy. Especially if your company does not have one.

Why is a company vehicle policy essential? Because your business relies on vehicles and drivers to get goods, services, and support to your customers and partners. And multiple entities, from insurance companies to your local, regional, and national legislatures, take great interest in company vehicles, their drivers, and their reasons for being on the road. Among other things.

Your Company Vehicle Policy: Why It Matters


Clarity. A formal and well-documented policy is something that can and should be shared with everyone in the company, and kept readily available to all. A clear and accessible policy eliminates confusion by providing the “final answer” to questions about company vehicle use.

Consistency. Business policies that are poorly documented (or not documented at all) are the first and most likely to deviated from or ignored entirely. In the case of a company vehicle, gaps in compliance could lead to serious injuries and legal entanglements. A single, well-documented company vehicle policy can reduce or eliminate such risks, by making consistent compliance simpler across the entire company.

Accountability. A consistent, enforced company vehicle policy enables your business to hold drivers and providers of vehicles, fuel, maintenance, and other services accountable for their respective responsibilities. A company vehicle policy – or its lack – is also how your business will be held accountable by insurers, regulators, and perhaps even law enforcement.

Your Company Vehicle Policy: What It Must Address


At a minimum, your company vehicle policy must answer four questions.

  • What is a company vehicle?
  • What is the business use of a company vehicle?
  • What is the personal use of a company vehicle, if permitted?
  • What is business use of a personal vehicle, if permitted?

How your company answers these questions must comply with all relevant local laws and regulations. You and your team can research basics easily online, but you definitely want the review and approval of a legal expert.

Your Company Vehicle Policy: What You Should Do


If your business already has a company vehicle policy make sure it is legally compliant, documented, and distributed and enforced consistently across your entire business. If your business doesn’t have a company vehicle policy in place you can find templates and even actual copies of some companies policies online. However, you must still tailor your policy to meet specific business needs. You must also have it vetted by those familiar with all relevant laws wherever your business uses vehicles.

The vehicles and drivers on which your business relies on can deliver significant business benefit. They can also generate significant costs and problems without excellent fleet management. That management begins with a company vehicle policy that is clear, compliant, well documented, broadly distributed, and consistently enforced.

Learn how I Track Direct can help your business keep your vehicles on the road under effective, consistent, business-driven policies. Contact us today for more information.