Commercial Auto Company Vehicle Use Policy Tips

Commercial operations come in all shapes and sizes, but a commonality among many businesses is their dependence on reliable and safe vehicle operation. Accidents, potential injuries, and vehicle downtime can be costly and create a backlog for your business. It is always a smart idea to have a company vehicle use policy in place that is reviewed and acknowledged by all employees who are permitted to use company vehicles.

Listed below are some helpful tips to consider implementing in your business’s vehicle use policy to keep your employees safe and your fleet operating efficiently.

  • Specific auto use policy guidelines should outline who is eligible to operate company vehicles.
  • Develop driver approval standards and annually monitor motor vehicle reports for all drivers.  This should be documented and agreed upon with employee operators.
  • Outline specific prohibitions in the policy. Include actions that operators are not allowed to do with or in the company vehicles (taking a vehicle home, texting while driving, etc.)
  • Non-employees and non-business passengers should not be permitted to ride in or operate company vehicles.
  • Personal use of company vehicles should be prohibited.
  • Use of a handheld electronic device/cell phone while operating  company vehicles should be prohibited. Develop a pull over and stop policy for phone calls/use while driving.
  • Operation of company vehicles while under the influence of drugs or alcohol, or with other impairments should be prohibited.
  • If an employee is permitted to bring a vehicle home, outline in your policy to document duration, location, and review safety measures.
  • Outline vehicle fueling and maintenance schedule logistics.
  • Vehicles must always remain locked when not in use.
  • Accident or claims reporting procedure should be outlined in the vehicle use policy.
  • Employees license and personal auto insurance cards should be kept on file and updated on an annual basis.
  • Policy enforcement needs to be explained, such as what happens in the event of a violation of your policy. Include what kinds of motor vehicle violations would disqualify the employee from continued use, etc.
  • Company vehicle use policy should be read and signed by employees and supervisors.
  • Keep your insurance agent updated with any new operators so they can be added to your commercial insurance policy.