This policy procedure sets out who can be given a company vehicle, what drivers must and must not do, how accidents are reported and what the company provides.

Effective Policy Templates

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

alphaZ documents - beautifully designed, tried and tested policy templates. No junk, jargon or unnecessary content. Simple and usable policy templates developed over 25 years through practical use in the real world.

Further Reading

Further guidance on managing company vehicles:

• Management of Vehicles
• Managing Drivers
• Driving for Work
• Managing Equipment and Premises knowledge base

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Company Vehicles Policy Procedure Template

The Company Vehicles Policy Procedure is a Word template that sets out how a business assigns and manages company cars and other vehicles. It covers who is eligible for a company vehicle, the prerequisites to drive one, what drivers are not allowed to do, accident reporting, the company's own obligations, fines, fuel efficiency and disciplinary consequences.

It works alongside the driving and use of vehicles policy procedure, which holds the safe driving rules that drivers follow. Title, File Location, Issue No, Issue Date, Controlled By and Approved By fields, an Amendment Record and a Business Use classification in the footer support document control.

What the Policy Covers

• Amendment record, summary, scope and applicability - what counts as a company car, the employees who are eligible for or drive one, and who the policy applies to
• Company vehicles and eligibility - the categories of employee who may be assigned a vehicle, how to ask for one, use outside working hours and the right to revoke
• Prerequisites and driver obligations - a valid driving licence, following the driving and use of vehicles policy, the paperwork drivers submit and support for employees with disabilities
• What drivers are not allowed to do - smoking or vaping, leasing, selling or lending the car, giving driving lessons, leaving it unlocked and letting unapproved people drive
• Accidents and incidents - reporting every accident or incident and the steps to take at the scene of a collision
• Company obligations and fines - making cars safe before assigning them, scheduled maintenance, insurance, fleet age and mileage records, and fines that stay with the driver
• Environment and disciplinary consequences - using company cars sensibly to maximise fuel efficiency, considering public transport, walking or cycling, and disciplinary action if the policy is not followed

Built for Company Car Drivers

• Eligibility categories for company vehicles, from high mileage roles to vehicles given as a job benefit
• Private use outside working hours, other than commuting, only when agreed in writing by management
• A clear list of what drivers must not do, including lending the car or letting unapproved people drive
• Company commitments to check cars are safe before assignment, schedule maintenance and insure every vehicle
• Speeding fines and similar penalties left with the driver where the driver is responsible

Who Needs a Company Vehicles Policy Procedure?

Businesses that give employees company cars or other vehicles, whether for high mileage roles, delivery work or as a benefit. It is used by whoever assigns vehicles and by the employees who drive them.

How the Policy Fits Together

Drivers must have read, understood and comply with the PP-1-01 Driving Use Vehicles Policy Procedure, which holds the safe driving rules they are expected to follow.

Using the Policy

Edit the arrangements to match your own, such as the eligibility categories, whether private use is allowed and how vehicles are insured and maintained. Name the person responsible in the Controlled By field, give it top level approval and brief every employee who is assigned or drives a company vehicle.

Related Documents

The P-9 Driving Policy sets out the wider driving policy, fleet records can be kept on the ER17 Vehicles Register, and the GG-1-07 Company Vehicles Guidance and TT-1-07 Company Vehicles Training Talk help brief drivers on company vehicle use.