Free fleet template
Company driving policy template you can fill in and download
Answer a few questions and watch a complete driving at work policy build itself, covering licence checks, phones, alcohol, accidents, fines and private use. Download it for Word, copy the text or print it for signing.
- Free to use
- No sign-up
- Word download
Your policy preview appears here.
What a written driving policy does for a fleet
Most businesses that run vehicles already have rules about driving: keys go back to the office, phones stay in the cradle, damage gets reported. A driving policy puts those rules in one document that every driver reads and signs, so expectations are the same for a new apprentice as for someone who has driven for the firm for years.
It also gives managers something to point to when a problem comes up. If a driver is caught on the phone or a van picks up repeated parking charges, a signed policy turns an awkward conversation into a straightforward one.
Choosing the options in this template
Each choice changes the wording of one section, so you can see the effect straight away in the preview.
- Who may drive. Match this to the driver basis on your motor insurance. If the policy covers named drivers only, a document saying any employee may drive creates a gap.
- Minimum age and licence checks. The age in the policy is worth keeping in line with the age your insurer accepts. More frequent licence checks pick up new penalty points sooner.
- Phones. A no-calls rule is simpler to explain and follow. A hands-free rule suits roles where staff take calls between jobs, provided calls can be ended when they distract.
- Private use and fines. These sections tend to cause the most disagreements later, so it helps to decide them before vehicles are handed out.
Rolling the policy out to drivers
- Download the Word version, add your logo and adjust any wording to fit your contracts and HR procedures.
- Walk drivers through it in a short briefing, not just by email, and give them time to ask questions.
- Collect a signed declaration from each driver and keep it with their licence check records.
- Put a driver accident card in every vehicle so the reporting steps in the policy are to hand at the roadside.
- Set a review date and revisit the policy after any serious incident or a change in vehicles.
How a driving policy fits with fleet insurance
Fleet insurers and brokers often ask how a business manages its drivers: whether licences are checked, how accidents are reported and what rules apply to phones. A written, signed policy is a clear way to answer those questions, and many insurers look more favourably on fleets that can show one, although that depends on the insurer.
The policy does not change the cover itself. Who is insured to drive, and for what use, is set by the schedule and certificate, so it is worth checking the two say the same thing. The fleet risk health check looks at driver management alongside other areas insurers ask about, and our page on any driver fleet insurance explains how driver bases differ.