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Policy Documentation

Compliance word cloud
A set of well written policy documents is fundamental to ensuring that drivers, managers and cash takers are familiar with the conditions under-which vehicles are provided.  Adherence to the policies will ensure a safer fleet; consistent application of the fleet policy, and lower operating costs.

Fleet and Fuel has produced a range of draft policies that will guide you through much of the decision making and ensure you include key areas.

Driver’s Handbook

The Driver’s Handbook is the driver’s guide, covering day to day issues that may be encountered, whilst also setting out the drivers responsibilities.  Typical areas include:

  • Emergency contact numbers for 24 hour support
  • People entitled to drive your allocated vehicle
  • What to do in the event of an accident
  • What to do in the event of a breakdown
  • Driver responsibilities
  • Environmental considerations
  • Payment of fines
  • Fuel purchase and reimbursement
  • Insurance
  • Maintenance
  • Overseas travel
  • Limitations of use
  • Return condition
  • Liability for the cost of any insurance excess
  • Fitting of accessories
  • Personal  security
  • Mis-fuelling

Fleet Policy

This document will ensure that senior management know the terms and conditions under which company vehicles are provided and operate.  This will ensure that there is a consistent policy applied to the management of vehicles, with all staff treated fairly.  Typical areas include:

  • Entitlement to Perk company car
  • Entitlement to an Essential User company vehicle
  • Optional extras
  • Entitlement to a cash allowance
  • Staff authorised to sign-off a car or cash allowance
  • Use of privately owned vehicles
  • Fitting of accessories
  • Trade up and down policy
  • Cash contributions
  • Authorised drivers
  • Insurance
  • Use of vehicles by Provisional licence holders
  • Employee purchase of a company vehicle
  • Reallocation of a vehicle
  • Replacement cycles
  • Short-term rental
  • Entitlement to a Pool car
  • Taxation
  • Restrictions of choice
  • Withdrawal of entitlement
  • Parental leave
  • Redundancy
  • Overseas travel
  • Early terminations
  • Fuel reimbursement
  • VAT on business fuel
  • Condition of returned vehicles
  • Escalation process
  • Environmental considerations
  • Provision of free fuel

Occupational Road Safety

This sets out the Company’s approach to managing its duty of care both for drivers and other road users. It should be issued to all staff that drive on company business, including company cars, privately owned cars, rental and pool cars.   Typical areas include:

  • Business travel in private vehicles
  • Vehicle safety checks
  • Maintenance
  • Age/suitability of vehicle
  • Headrests and safety belts
  • Personal security
  • Use of mobile phones/texting
  • Alcohol and drugs
  • Load safety
  • Journey planning
  • Driver health
  • Eyesight
  • Fatigue
  • Reversing

Fuel Policy

This sets out the organisations approach to paying for business fuel.  A robust fuel management process will ensure that the organisation does not over pay for fuel, driver claims are accurate and VAT can be recovered in full.  Typical areas include:

  • Entitlement to free fuel
  • How do drivers pay for fuel?
  • Auditing fuel claims
  • Driver reimbursement
  • Retention/submission of VAT receipts
  • Use of low-cost sites
  • Use of Approved Mileage Allowance Payments
  • Use of Advisory Fuel Rates

Policy Development

You may choose to customise Fleet and Fuel’s policy document(s) so that they define your current practice.  However if you wish to take the opportunity of re-writing your fleet policy, we can provide guidance to ensure you have the foundations for a truly effective fleet operation.

Policy Format

Our policies are provided in soft-copy Word format, so that you can customise and print, to accommodate your corporate branding.


Policies are available at a cost of £35 each, or all 4 can be purchased for £100, if ordered together.  To order, simply email Fleet and Fuel with your requirements and we will provide payment details. Please email:  .

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