| File Reference : | P-62 Driving Own Vehicles Policy |
| Date File Updated | 28-09-26 |
| File Format | MS Word |
| No. of files | 2 |
| Category | Policies | Tags: driving own vehicles policy, grey fleet, business use, driver declaration, driving for work |
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Every alphaZ document and toolkit, with updates as they are released. Everything you download is yours to keep.
A driving own vehicles policy template with the checks to complete before approving grey fleet use, vehicle checks, safe driving rules and what to do after an accident.
This policy template is supplied in fully editable MS Word format and can be easily customised and edited. The document uses pre-defined style formatting throughout, with all text in Calibri font for improved readability.
The following document labelling is included in the footer:
- Policy number and title
- Information-classification
- Version
- Page number / total pages
Further guidance on driving for work:
Download this policy template with your company name and logo already added!
Document Preparation is included with the alphaZ subscription.
This file is included in the alphaZ subscription. This policy is also included in the Drivers Toolkit.
If you'd like this policy prepared for your organisation along with the rest of your company policies, or help preparing your risk assessments and COSHH assessments, our remote support services provide direct expert input from our team, by the day, by project, or on an ongoing basis.
Driving Own Vehicles Policy Template
A driving own vehicles policy template for employees who use a privately owned vehicle on company business, with approval required before an own vehicle is used and the checks that approval depends on.
The policy has Approved By and Date Approved fields and carries a Public information classification, so it can be shared with workers, clients and other interested parties.
What the Driving Own Vehicles Policy Covers
- Driver checks - driving licence copy, a signed declaration of offences and medical conditions with consent for licence checks, business use insurance, roadworthiness test certificate and vehicle tax
- Roadworthy vehicles - periodic and pre-journey checks of tyres, lights, loads, damage, windscreen and wipers, brakes, leaks, seat belts and mirrors, and any pre-start check sheet
- Safe driving - no alcohol, drugs or impairing medication, speed limits and road traffic laws, eyesight, vulnerable road users, loads, and driving hours
- Preventing fatigue - a break of at least 15 minutes every 2 hours, and overnight stays considered for long journeys
- Mobile devices - no hand-held use while driving, hands-free and navigation rules, and stopping safely to use a phone
- Incident reporting - reporting every accident or incident, and what to do at the scene of an accident or collision
Two Versions Supplied
The main policy refers to official driving guidance, the driving licence authority and a roadworthiness test without naming them. P-62 Driving Own Vehicles Policy (V2) names the Highway Code, the DVLA and the MOT and adds a legislation section, for organisations in the UK that want the references spelled out.
Using the Policy
Add your company name and logo, check each commitment matches what your organisation does and edit any that do not, then approve and date the policy and share it with workers and anyone else who needs to see it.
Who Needs a Driving Own Vehicles Policy?
Any organisation whose employees drive their own vehicles on company business, even occasionally.
Included in the Drivers Toolkit
This policy is part of the Drivers Toolkit, alongside the P-9 Driving Policy.
Works with the Driver Declarations
The PP-1-01 Driving Use Vehicles Policy Procedure covers the arrangements for driving and vehicle use. The declarations the policy asks for can be recorded on the F-HS35 Driver Declaration and F-HS33 Driver Health Declaration, eyesight checks on the F-HS17 Driver Eyesight Check Register, and accidents on the F-HS34 Driver Collision Declaration.
Document Control
The footer carries the policy number and title, information classification, version and page numbers, and the approval fields record who approved the policy and when, so it can be controlled with the rest of your management system documents and listed on a document register such as the F-IMS20 Document Register.
Related Policies
- P-9 Driving Policy - driving
- P-63 Company Vehicles Driving Policy - company vehicles driving
- P-13 Fatigue Risk Management Policy - fatigue
- P-7 Drug and Alcohol Abuse Policy - drugs and alcohol
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