Policy Guide

Reduce Your Costs and Risks by Crafting a Comprehensive Fleet Policy

Is it time to get your company’s fleet policy in shape?

If you manage a vehicle fleet, you know two things for sure. One, having a sound fleet policy is essential. And two, creating a comprehensive fleet policy is difficult and time consuming.

Yes, a comprehensive fleet policy helps you control costs, reduce risk and legal liability, stay in compliance with government regulations, and plenty more. But how can you be sure that your fleet policy reflects your specific needs and objectives? How can you be sure that your organisation’s fleet objectives are aligned with your broader business objectives, whether growing revenue, controlling costs, attracting and retaining the best employees, or reducing environmental? By following a step-by-step guide.

The Fleet Policy Guide from CLM shows you step-by-step how to craft a comprehensive fleet policy.

This guide describes the key sections that you must consider for your fleet policy. It then guides you through a series of questions that help you define the right policies for the unique requirements of your business. Included in the guide are some useful links to government and other resources.

POLICY OBJECTIVES
& SCOPE

Align your fleet objectives with your broader business objectives

ELIGIBILITY
& ALLOCATION

Decide which employees are eligible for a company vehicle, and what type of vehicle

EXPLAIN & ASSIGN RESPONSIBILITIES

Describe the responsibilities of everyone in your organisation who manages your fleet

HEALTH
& SAFETY

Detail the practical steps you will take to meet your health & safety responsibilities

VEHICLE QUOTES, ORDERING, DELIVERY & RETURNS

Document the process for managing the acquisition and eventual return of company vehicles

USE OF SHORT-TERM/ HIRE VEHICLES

Define your policy on vehicles allocated for short-term use, including pool vehicles and short-term hire vehicles

PRIVATE VEHICLE
USAGE

Take your duty of care seriously by documenting how private vehicles may be used for business

FUEL POLICY
& MANAGEMENT

Describe how employees claim fuel expenses, and how they are to use fuel cards

VEHICLE MAINTENANCE
& REPAIR

Document your process for booking routine services and repairs for company vehicles, and define situations when drivers will incur the cost of repairs

ACCIDENTS
& BREAKDOWN

Describe the process your employees must follow in the event of an accident while using a vehicle for business

CHARGES
& FINES

Describe your employees’ responsibility for paying charges and fines, and the consequences of not doing so

OVERSEAS
TRAVEL

Document the process employees must follow if they operate a vehicle for business in another country

INSURANCE & AUTHORISED DRIVERS

Outline the cover and limits of your organisation’s vehicle/fleet insurance

COMPANY VEHICLE RELATED TAXATION

Help your employees understand the tax implications of using a company vehicle and of their choice of car

CHANGE IN
CIRCUMSTANCES

Document the process for handing back a vehicle in the event of termination, promotion or extended leave

ENVIRONMENTAL
POLICY

Describe the steps you will take to reduce the environmental impact of your fleet

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