This guidance sets out the rules for anyone given a company vehicle, from who may drive it to accidents, running costs and the duties of company and driver.
This guidance document 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:
- Guidance number and title
- Information-classification
- Version
- Page number / total pages
alphaZ documents - beautifully designed, tried and tested guidance documents. No junk, jargon or unnecessary content. Simple and usable guidance documents
developed over 25 years through practical use in the real world.
Further guidance on company vehicles and managing drivers:
This guidance document is supplied with the TT-1-07 Company Vehicles training talk - click through to that page to purchase. If you have an alphaZ Subscription just click on Download Files on the training talk page.
If you'd like hands-on help setting up your company vehicle records, driver checks and defect reporting, our remote support services provide direct expert input from our team, by the day, by project, or on an ongoing basis.
Company Vehicles Guidance
A general guidance document on company vehicles for everyone who is assigned one or drives one for work. It explains who may be given a company vehicle, the rules before and while using it, what to do after an accident, what the company and drivers are each responsible for, and driving to save fuel.
Topics Covered
- Who is assigned a vehicle - the usual groups given a company vehicle, how to ask for one, reasonable adjustments and use outside working hours
- Before driving a company vehicle - holding a valid licence, following the driving policies and providing a licence copy, plus what drivers must never do
- Accidents and incidents - reporting every accident at once, stopping to exchange details, not admitting liability and taking photographs where safe
- Company responsibilities - assigning vehicles that are safe to drive, scheduling periodic maintenance and arranging insurance with a reliable provider
- Driver responsibilities - making the vehicle available for maintenance, checking it is roadworthy before every journey and reporting defects straight away
- Environment and running costs - using the vehicle sensibly, driving to save fuel, and considering public transport, walking, cycling or a remote meeting
Who Is It For?
Every employee who is assigned a company vehicle or drives one as part of their work.
Supplied with the Training Talk
This guidance is supplied with the TT-1-07 Company Vehicles training talk. Buy the training talk to download the talk and this guidance together, or download both with an alphaZ Subscription.
Using the Guidance
Issue it when a company vehicle is assigned, alongside the company vehicle and driving policies, and keep it as a reference for drivers. Record who has received it, for example on the training matrix.
What Drivers Must Not Do
The guidance sets clear limits on how a company vehicle is used. Drivers must not smoke or vape in it or let anyone else do so, lease, sell or lend it, use it for driving lessons, leave it unlocked or parked in a dangerous place, or let anyone else drive it without written approval. Use outside working hours, other than commuting, also needs written agreement.
Adapting the Guidance
Edit the guidance to match your own arrangements - which employees you assign vehicles to, the mileage figure you use, your rules on use outside working hours, who approves other drivers and who accidents are reported to.
Related Documents
Other documents that work alongside this guidance:
Would you rather we prepared it for you?
A day of remote support can take the risk assessments you already have, move them into one consistent format with the same scoring throughout, and build your hazard register from them, so the hazards this guidance covers are backed by a current assessment.
Risk Assessment Reformatting and Hazard Register